Scan a purchase invoice

Photograph a supplier invoice and confirm what was read before anything is applied.

Transactions → Purchase Invoices → Scan Invoice reads a supplier invoice or pick sheet and fills the line items in for you.

The rule that governs the whole screen: nothing is applied until you confirm it.

Scan one

1. Upload the document

   Drag and drop, or choose a file. PNG, JPG, WEBP and PDF are supported, and every page of a PDF is read.

   A clear, flat, well-lit photo of the whole page reads far better than a close-up of part of it.

2. Start OCR Processing

   Reading takes a few moments. Larger and messier documents take longer.

3. Review what was read

   The scanned page sits beside the extracted lines so you can compare them directly. Every line carries a confidence badge — see below.

4. Fix the lines that need it

   Edit any value. Map a line to the right product, link the supplier, or create a product or category that does not exist yet.

5. Check the totals

   The review screen shows Lines, Invoice discount, Deposits, Fees and the Printed total so you can check the arithmetic against the paper.

6. Apply

   A draft invoice is created for final confirmation.

What the colours mean

Each line and the document as a whole get a green, yellow or red badge with a percentage. Hover it to see the reason in plain English — for example “line total $42.10 does not match qty × unit cost ($40.10)” or “UPC fails check-digit validation”.

Green

Reads cleanly and the arithmetic agrees. Skim it.

Yellow

Something did not line up. Check this line against the paper.

Red

Do not accept without reading it. Usually a misread number or a line whose total does not match its quantity times its cost.

The score is not the model’s opinion of itself — it is calculated from whether quantity × unit cost equals the line total, whether the barcode passes its check digit, how strong the product match is, and whether the lines plus tax, deposits and fees add up to the printed total.

Matching, not guessing

Lines are matched to products by exact UPC first, then by name. A line that matches nothing is never dropped silently — it is offered as New Product. The same applies to suppliers and categories.

When a scan would change something you already have — a cost, a barcode, a pack size — you are shown the difference rather than having it overwritten.

For a new product, the selling price is prefilled from cost plus the margin on the category you pick, with the price floor shown if it applies. If the category has no margin, you are told so and asked to set a price.

Every line you map teaches PRODUCT_NAME that supplier’s item number. After a few invoices from the same distributor most lines match themselves, and review becomes a glance.

Purchase or return

The scan reads whether the document is a purchase or a credit memo, and you confirm it. It decides which way stock will move, so check it.

When a scan fails

A failed scan is not just an error message — it is kept in the failed-imports list with what the reader saw, so you can look at it rather than guess. Re-scan with a better photo, or enter the invoice by hand.

Scans count against your plan’s monthly document allowance, and only a few can run at once. Re-scanning the identical file does not cost another scan — the earlier result is reused.