Receipt Capture

Receipt Capture helps you digitize incoming invoices, delivery notes, and credit notes, verify their data, and book them. You upload a document, the system automatically reads the key details using AI-powered text recognition (OCR = Optical Character Recognition, i.e. automatically reading text from photos or PDF files), and you confirm the recognized values before the receipt is booked.

What can I do here?

Upload new receipts (invoice, delivery note, credit note, or other)
Trigger automatic data recognition (OCR) for an uploaded receipt
Review recognized data and correct it if needed before the receipt is booked
View, add, or remove individual line items (e.g. individual items on an invoice)
Have a receipt matched against an existing purchase order
Mark a verified receipt as booked, or reject it
Filter by status, receipt type, or search term, and switch between the "Inbox", "Verified", and "Booked" tabs

Screenshot of the Receipt Capture page — View: `/erp/receipt-capture`

Step by Step

flowchart LR
    A["Upload receipt"] --> B["Extract data (OCR)"]
    B --> C["Review & verify data"]
    C --> D["Book receipt"]
    C -.-> E["Reject receipt"]
    B -.-> E

Upload a receipt: Click "Upload Receipt", choose the document type (invoice, delivery note, credit note, other), enter the file name and file URL, and optionally any known details such as supplier, document number, or amount. The receipt then appears in the "Inbox" tab with status "Uploaded".
Extract data: From the list or the detail view, click "Extract" (lightning icon). The system automatically reads document number, date, supplier, and amounts from the file. Status changes to "Processing" and then to "Extracted".
Review data (verify): Open the receipt and click "Verify". Check the automatically recognized fields (document number, date, supplier, amounts) and correct them if needed. Only after this confirmation is the receipt considered "Verified".
Book: Click "Book" to finalize the verified receipt. Optionally enter a booking reference, or match the receipt to a suitable purchase order (the "Match to Purchase Order" button shows likely matches based on supplier and amount). The receipt then appears in the "Booked" tab.

Fields Explained

Field	Meaning	Notes/Impact
Document Type	Type of document: invoice, delivery note, credit note, or other	Determines the color coding in the list
File Name	Name of the uploaded file	Shown in the overview list
File URL	Storage location of the file	Use the link in the detail view to open the original file
Supplier	Name of the supplier/invoice issuer	Can be auto-recognized or entered/corrected manually
Supplier ID	Internal identifier of the supplier in the system	Only relevant if the supplier is already set up in the system
Tax ID	Tax identifier of the supplier	Recognized by OCR if present on the document
Document Number	Invoice or document number from the supplier	Required when verifying
Document Date	Date the document was issued	Required when verifying
Due Date	Date by which the receipt should be paid	Optional
Net Amount	Amount excluding VAT	Calculated from the recognized values
Tax Amount	VAT amount	Optional when verifying
Total Amount	Gross amount of the receipt	Required when verifying
Currency	Currency of the amount (e.g. EUR)	Defaults to EUR
OCR Confidence	How confident the automatic text recognition is in the recognized values, shown as a percentage	Low values suggest possible recognition errors — check values carefully before verifying
Booking Reference	Free-text reference for the booking, e.g. an internal document number	Optionally set when booking
Matched PO	Linked purchase order	Suggested via "Match to Purchase Order"
Line Items	Individual item/service lines of the receipt with quantity, unit price, total price, and tax rate	Can be added or removed manually as long as the receipt is not booked or rejected
Notes	Free-text field for internal remarks	Optional

Values & Status

Status (Receipt Status)

Label	Plain-language meaning	What happens next
Uploaded	The receipt has been uploaded but not yet read	Can be processed via "Extract"
Processing	Automatic text recognition is currently running	Automatically changes to "Extracted", or back to "Uploaded" on error
Extracted	Data has been automatically read out	Still needs to be reviewed and confirmed via "Verify"
Verified	A staff member has reviewed and confirmed the data	Can now be booked or rejected
Booked	The receipt has been finally booked	Can no longer be edited or rejected
Rejected	The receipt has been discarded	No further actions possible

Document Type

Label	Plain-language meaning	What happens next
Invoice	Incoming invoice from a supplier	Default type for most receipts
Delivery Note	Document about delivered goods without an invoice amount	Captured and reviewed like other document types
Credit Note	Invoice correction in the company's favor	Captured and reviewed like other document types
Other	All other document types	For documents that don't fit any other category

Frequently Asked Questions

What does "OCR Confidence" mean?
It's a percentage indicating how confident the automatic text recognition is in the values it read. At low values, you should check the fields especially carefully against the original document before verifying.

Can I still change a receipt that has already been booked?
No. Once a receipt is booked, its fields, line items, and status can no longer be edited.

What happens if the automatic recognition reads a field incorrectly?
You can manually correct any field during the "Verify" step. Only the values you confirm are used for the booking.

What is "Match to Purchase Order" for?
It searches for matching, already-captured purchase orders based on supplier and amount, so you can link the receipt directly to the correct purchase order.

Can I reject a receipt at any time?
Yes, as long as it hasn't been booked yet. A rejected receipt is considered closed and is not processed further.