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

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

Step 2 – Click the text “Browse and Drop Files here to Upload” to open the file explorer.

Step 3 – Select the files you want to upload and click the “Open” button. You can also drag and drop file(s) into the window.

Your files should be uploaded to Receipt Bot for data extraction and processing. You can track their status from the document management page.

Note:
– You can select multiple files in one go.
– If the selected files include a mix of purchases, sales, and bank statements. Ensure that you enable the ‘Auto Reclassify’ option before selecting the files. The system will automatically assign the module using its intelligent recognition capabilities.
– If the upload process is running, closing the window will discard any partially uploaded files.
– Receipt Bot can recognize and reject duplicate files to avoid your unnecessary credits usage.
– 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.

2. Upload documents from Dropbox

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

Step 1 – Click the “Upload File” link from the business dashboard.
You can find the button on the business dashboard below each module’s pie chart. The upload button is also available on the detailed page for relevant modules.

Step 2 – Click the “Dropbox” icon.

Step 3 – Log in using your Dropbox email address and password.

Step 4 – Choose the file(s) to upload to the Receipt Bot.

Step 5 – Click the “Choose” button to confirm.

Your files should be uploaded to Receipt Bot for data extraction and processing.

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 and the attachments. You can email documents directly to Receipt Bot’s Document Inbox for processing.

When you add a business to the Receipt Bot, email inboxes are set up for the business based on the short name for each module. This information is available on your business dashboard in the “Key Bookkeeping Information” tile.

For further details, please refer to the following article: Forward bills and receipts via emails for data extraction via Receipt Bot.

Note: Receipt Bot checks the document inbox every 15 minutes, so your documents may appear in the portal with a 15-minute delay.

4. Take pictures using Receipt Bot mobile apps

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

The article “Upload documents from Receipt Bot scanner apps” provides details on submitting documents using the Receipt Bot mobile apps.

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 you want to send those documents to Receipt Bot for data extraction.

To use the Receipt Bot Open API, navigate to the Integration Data page and obtain the relevant API keys and credentials. The Postman API Documentation provides detailed documentation on submitting documents via the Receipt Bot API. Receipt Bot Open API Documentation Link

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Frequently Asked Questions

Q: What file formats does Receipt Bot support?
A: Receipt Bot supports PDF, JPG, JPEG, PNG, TIF, and TIFF file formats.

Q: Where can I find all the Uploaded Documents?
A: 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.

Q: Why do I see multiple documents after uploading a single file?
A: If a file contains multiple documents within each page or is scanned as a single file, the Receipt Bot identifies and splits them into separate documents. The original file is marked as “Modified,” and new documents are created with a parent document ID for tracking.

Q: How does Receipt Bot’s auto-split feature work?
A: The auto-split feature detects different documents within a single file based on:
– Multiple issuers (e.g., bank/supplier names appear multiple times).
– Broken or restarted page sequences.
– Files exceeding 1,000 pages (split into smaller files of 200 pages each).
– Bank statements lacking headers, page sequences, or running balances (split into separate pages).

Q: How does Receipt Bot’s auto-classify feature work?
A: The auto-classify feature automatically categorizes documents (e.g., sales, purchase, statement, or other) based on their content.
When the Receipt Bot identifies that the document was uploaded to the incorrect module, it reclassifies it to the correct one. (If the auto-reclassify feature is turned off, the document is processed as unrecognized with relevant remarks.

Q: How do I disable the auto-classify feature?
A: The auto-classify feature is enabled by default. You can disable it from the “Data Extraction Setting” page.

Q: What is the expected processing time for documents?
A: Processing time varies based on various factors, but on average, invoices are processed between 2 to 10 minutes and bank statements are processed between 30 to 45 minutes. Following are the factors affecting processing time:
– Quality of scanned documents.
– System load (high traffic may slow down processing).

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