Upload documents for data extraction

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Receipt Bot can efficiently extract data from various documents, including purchase/sale invoices, payment receipts, credit notes, and bank/credit card statements. You can upload documents to Receipt Bot using multiple methods based on your convenience.

Available Upload Methods:
You can upload documents to Receipt Bot through one of the following five ways:

  1. Upload from a computer using the web app.
  2. Upload from DropBox using the web app.
  3. Email to document inbox.
  4. Take pictures using Receipt Bot mobile apps.
  5. Upload documents via Receipt Bot open API

Note: Receipt Bot can extract data from the files meeting the following criteria:
– The file should be in either of the following formats: PDF, JPG, JPEG, PNG, TIF & TIFF.
– File size should not be more than 256 MB.
– PDF files should not contain more than 1,500 pages.

1. Upload from a computer using the Receipt Bot Web app (Website)

Following these simple steps, you can upload documents, PDFs or scanned receipts directly from your computer to your Receipt Bot account:

Step 1 – Navigate to the Receipt Bot web app at https://app.receipt-bot.com and sign in using your email address and password.

Step 2 – Click the “Upload File” link from the business dashboard.
You can find the button on the business dashboard, just below the pie chart for each module. The upload button is also available on the detailed page for relevant module.

Step 3 – Click the text “Browse and Drop Files here to Upload” to open the file explorer.

Step 4 – Select all the file(s) you wish to upload for processing, then click on “Open” to begin the upload process. You can also drag and drop file(s) into the window.

Note: You can easily upload all your documents in one go, including purchase invoices, sales invoices, and bank statements. First, enable the ‘Auto Reclassify’ option, and then upload your documents. Once uploaded, the system will automatically assign the ‘Record As’ field using its intelligent recognition capabilities.

Step 5 – Ensure that all files are uploaded successfully before closing the window. If the upload process is still running, closing it will discard any partially uploaded files.

Note: Receipt Bot can recognize and reject duplicate files to avoid your credits being wasted. To re-upload, you have to delete the previously uploaded file first.

2. Upload from Dropbox via the web app

If your documents are stored in Dropbox, you can upload them to Receipt Bot via these steps.

In the “Upload Files” window under each module or “Upload” on the top corner on each document management screen, select the Dropbox icon instead of “Browse and Drop Files here to Upload” button. This will open a Dropbox authentication window where you can log in using your Dropbox email address and password and choose the files to upload to Receipt Bot.

3. Email to document inbox

Receipt Bot Document Inbox is an easy way to upload documents directly that you receive via email. Receipt Bot’s data extraction technology can extract data from the email body as well as the attachments. You can email documents directly to Receipt Bot’s Document Inbox for processing.

When you add a business in Receipt Bot, email addresses are set up for the business based on the short name for all the modules. You can find it on your business dashboard in the “Key Bookkeeping Information” tile, as highlighted in the screenshot below.

Step 1 – Copy the unique email address for the desired module from the “Key Bookkeeping Information” and paste it into your email application.

Step 2 – Attach the documents, and write any additional notes in the email body.

Note: The same upload restrictions apply to email files mentioned in this article. The files will not be uploaded if email attachments do not meet the criteria.

Step 3 – Once you send the email, Receipt Bot will process the documents, updating the status in the respective module’s document management list.

Forward email documents or attachments to your business document inbox as you do for any other email. The document inbox is specific to a business. If you have more than one business in your Receipt Bot account, please ensure the emails are sent to the correct inbox.

You can also set up email auto-forward to automatically upload any relevant documents that you receive from your contacts to Receipt Bot for data extraction. For further details, please refer to the help article: Auto-forward emails for document recording.

4. Take pictures using Receipt Bot mobile apps

Receipt Bot mobile receipt scanning app are available for both the Android or iOS which lets you capture, upload, and record expenses and receipts on the go as you spend. It is a great way to ensure your expenses are recorded promptly and no documents are missed.

Step 1 – Download and install the Receipt Bot app for Android or iOS from the links given below.

https://play.google.com/store/apps/details?id=com.rebot.receiptbot&hl=en

https://apps.apple.com/us/app/receipt-bot/id1217020136

Step 2 – Log in with your email address and password of Receipt Bot account and allow the necessary permissions.

Step 3 – After logging in, tap the Plus (+) icon to upload documents. Choose files from your phone’s file manager or capture documents in real time using the camera module.

You can zoom and adjust the camera to ensure clear and properly aligned captures. Please refer to the following help article to know more on ways to upload documents from Receipt Bot Mobile Scanner App.

Note: You must select the correct document management module (e.g., Purchases Invoices, Sales Invoices, Bank Statements, or Other Documents) before choosing files or capturing documents. This helps direct them to the appropriate section for seamless processing.

Step 4 – Once satisfied with the uploaded or captured documents, tap on the Check Mark icon. You will be navigated to a screen where all the selected or captured documents will be displayed.

Step 5 – Tap on the Next icon to proceed.

Step 6 – Tap on the Upload button to send the uploaded or captured documents to the Receipt Bot server for processing.

Note: For the Purchases and Sales modules, the Transaction Details popup will appear. However, there will be no popup for the Bank Statements or other document modules.

Pro Tip: If your document consists of more than one page, take multiple pictures consecutively. These pictures will be collated into one document during processing. If you have a receipt that is longer than A3 size paper (42cm), fold the receipt in the middle and take two photos, one of each half to be safe from quality loss.

5. Upload documents via Receipt Bot Secure API

You can use the Receipt Bot Open API to automate uploading documents for data extraction. This feature is helpful if you have the software configured to take documents from your clients and send those documents to Receipt Bot via our secure API.

To start using the Receipt Bot Open API, navigate to the Integration Data page and obtain the relevant API keys and credentials.

You can find detailed documentation on how to use the Receipt Bot API to upload your documents to Receipt Bot in the Postman API Documentation.

Where to Find the Status of the Uploaded Documents

After uploading the documents, you can navigate to the Document Management page from the Business Menu to check the status of all the uploaded documents. You can also view the status separately in the Purchases, Sales, or Bank Statements sections by going into their detailed views.

If an upload needs to be split or one PDF page contains multiple invoices, each of them will appear as separate documents after processing.

Frequently Asked Questions

Receipt Bot supports PDF, JPG, JPEG, PNG, TIF, and TIFF file formats.

A: When you upload a file containing multiple documents over each page or scanned in a single page, the Receipt Bot identifies each document from the file separately and splits the document into separate files. The status of the original file is changed to Modified, and new documents are created with a file name that contains the parent document ID for quickly tracking the merge and split of the original document.

A: The auto-split automatically recognizes each document based on different factors. Some of the prominent factors for identifying different documents out of a single file are the following:

  • The document contains multiple issuers. Example: details like bank/supplier name appear multiple times.
  • The page sequence is getting broken or restarted. If the page sequence is broken and pages from the middle of the sequence are missing, the system will split the document into multiple files.
  • When a file contains over 1,000 pages, the system splits them into smaller files of 200 pages to be processed simultaneously.
  • In the case of bank statements, if no header, page sequence, and running balance data is available, the system will split the statement into separate files for each page.

A: The auto-reclassify feature can automatically identify the class of a document which can be a sale, purchase, statement, or other. It can categorize documents into different modules based on their content to ensure the maximum data is extracted from the PDF. Following are some common scenarios in which the system reclassifies your document to another module: If you upload a sale invoice or bank statement document in the Purchase Module and the reclassify feature is turned ON, the system will reclassify documents to the relevant module. Suppose you upload a sale invoice or bank statement document in the Purchase Module, and the reclassify feature is turned OFF. In that case, the system will process documents with remarks unrecognized as purchase invoices. Suppose you upload a document in the Purchase Module containing no amount. The system will reclassify this document to the Other Module. Suppose you upload a document (not a sales invoice, purchase invoice, or bank statement) in the Purchase Module, and the reclassify feature is turned OFF. In this case, the system will process these documents with remarks as unrecognized documents. When a document (not a sales invoice, purchase invoice, or bank statement) is uploaded in the Purchase Module, and the reclassify feature is turned ON, the system will reclassify it to the appropriate module.

A: The auto-classify feature is enabled by default. If you prefer to disable it, you can do so from the “Data Extraction Setting” page.

A: Typically, the processing duration varies depending on the type of document. The average processing time for an invoice ranges from approximately 5 to 15 minutes. In contrast, bank statements generally take 30 to 45 minutes to process. However, please note that these timeframes can fluctuate based on a variety of influencing factors, which include:

  • Quality of the scanned document: Higher resolution and clarity can expedite the processing time.
  • System load: If the system is processing a high volume of documents, this may extend the processing duration.
  • Manual intervention requirements: Documents requiring additional manual input can also lead to extended processing times.

Related help articles

Review purchase invoices in Receipt Bot

Review sale invoices in Receipt Bot

Review and download bank statements

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