Review extracted purchase invoices in Receipt Bot

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Overview

Receipt Bot is an expense management app that automates data entry from PDF to your accounting software. It saves time and hassle of manual paperwork management by digitalizing your expense records, supplier invoices, payment receipts, etc. Users can upload expense records from the web, mobile apps, and email. Receipt Bot accurately extracts data and presents the output in easy to use & intuitive format. In this article, we will explore options on how to review extracted purchase invoices data in Receipt Bot.

Receipt Bot extracts data from invoices, receipts, and other accounting documents with the highest accuracy.

Data extracted by Receipt Bot for purchase invoice documents

Receipt Bot’s intelligent data extraction service can extract the following fields from an invoice document;

  • Document Type It is usually the title on the document indicating the nature of the transaction, e.g., Purchase Invoice, Tax/VAT invoice, Order Confirmation, etc. This identification helps Receipt Bot accurately extract data and perform the relevant validations.
  • Contact Name The name of the document issuer, brand name, company website, or contractor name.
  • Document Number The unique number found to identify a document, like an invoice number, order number, payment reference, etc.
  • Document Date The document issue date, order placement date, or service date, whichever is available in the document.
  • Due/Payment Date The payment terms are usually mentioned in the purchase invoices. Based on these terms, the payment due date is calculated. If the document is paid, this field will contain the payment date.
  • Category The accounting category applied to a transaction based on the item description.
  • Payment Method The account name used to pay the payable amount.
  • VAT/GST Rate The rate at which GST/VAT has been charged on the purchased item.
  • Description The details of the item purchased, but if multiple items are present in the document, the system records it as “Multiple items.” (Note: Receipt Bot does not extract line items, and we plan to implement this feature.)
  • VAT/GST Amount The amount of VAT/GST as extracted from the document.
  • Net Amount The total amount less any VAT/GST amount.
  • Gross Amount The total amount payable as extracted from the document.
  • Transaction Currency The currency of the transaction as identified from the document.
  • Base Currency The home currency entered when creating a new business in Receipt Bot.
  • Exchange Rate* The rate at which the transaction currency amounts are converted to the base currency amounts.
  • Net Amount (Base currency)* The net amount is converted to the base currency from transaction currency using the exchange rate of the invoice date.
  • VAT/GST Amount (Base currency)* The total VAT/GST amount is converted into the base currency based on the exchange rate.
  • Gross Amount (Base currency)* The total amount payable, converted to the base currency based on the exchange rate.
Additional data that can be assigned to a document
  • Tracking categories help you to categorize your revenue or expenditure from different areas of your business. i.e., a business that operates a physical store and online store can set up tracking categories like Physical Store vs. Online Store.
    It is only available if your business is integrated with Xero.
  • Projects allow you to classify your expenditures into different projects. This feature is useful when you have clients for whom you will be incurring expenses, and you want to calculate the profitability for each customer.
    It is only available if your business is integrated with Xero.
  • Locations If you are a business with a global, you can set up multiple locations to review reports by location.
    It is only available if your business is integrated with QuickBooks Online.
  • Classes Using the Classes feature, you can classify your revenue and expenditure based on any other meaningful classification. i.e., if you are selling the same product with different quality standards, you can set up classes like Premium vs. Standard.
    It is only available if your business is integrated with QuickBooks Online.

Available options to review extracted purchase invoices data

Following are the options available to review and edit extracted purchase invoice data in Receipt Bot;

Option 1 – Review and edit data from the Sale Invoices summary grid.

You can view the extracted data from the purchase invoices grid, quickly review using sort and filter tools and edit data if needed.

You can edit the following fields in the grid for quick fixes:

  • Document Type
  • Record As
  • VAT/GST Rate
  • Category
  • Payment Method

Pro-tip: You can sort data by the supplier to ensure that the categories and VAT rates are applied consistently and fix any incorrect VAT/GST rates from the grid.

Option 2 – Edit multiple invoices using the “Bulk Edit” feature.

You can edit data in bulk for the following fields using the bulk edit button.

  • Contact
  • Record As
  • Payment Method
  • Category
  • VAT/GST Rate
  • Export Currency
  • Tracking Categories
  • Projects
  • Classes
  • Location

Pro-tip: You can use the bulk edit to fix your category and VAT/GST rate before exporting the documents. The system learns based on these changes and subsequently improves the selection of the documents uploaded.

Filter documents

The filter feature lets you view documents based on your criteria. You can filter the documents using any of the following fields;

  • Doc ID
  • Contact Name
  • Document Type
  • Record As
  • VAT Rate
  • Category
  • Payment Method
  • Transaction Currency
  • Description
  • Document Number
  • Document Date
  • Gross Amount
Pro-tip: The doc ID field in the filter supports advanced filter options.

Example 1; if you want to select documents from 1 to 10, type “1-10” in the filter field.

Example 2; if you want to select documents 1, 5, and 8, type “1,5,8” in the filter field.

Example 3; if you want to select documents from ID 1 to 10 and document 20, type “1-10,20” in the filter field

Option 3 – Review or edit a document from the invoice detail pop-up

For a detailed review or to edit any field that is not editable from the summary grid, you can open the invoice details pop-up by clicking on the document icon for the relevant document.

You can update any field from the details pop-up and click the “Save” button to save your changes.

Option 4 – Review, approve/export purchases data using Receipt Bot mobile apps

On the go, you can review your purchase invoice data using the Receipt Bot mobile apps on Android or iOS devices. You can find more information about reviewing data from the following article: Review & approve/export documents on mobile

Available options to export purchase invoices data

You can export your extracted invoices data with the following options:

Option 1 – Export data to Xero or QuickBooks Online.

You can export the extracted purchase invoice data to Xero or QuickBooks Online directly if your business is integrated with accounting software.

You can find more details on how to export invoices to Xero or QuickBooks Online from these articles:

Export Documents to Xero, Find Exported Transactions & Resolve Export Errors

Export Documents to QuickBooks Online, Find Transactions & Resolve Errors

Option 2 – Download data in CSV/Excel format.

You can export the extracted data for all purchase invoices in a CSV format with a few clicks.

The downloaded CSV contains all the fields extracted plus some additional fields related to the document, like upload date, etc.

Pro-tip: You can also get additional details extracted for your suppliers, which will be available in the CSV file. Kindly contact us at hello@receipt-bot.com to enable the extraction of additional supplier data.

Report an inaccurate data extraction.

Each document passes through a series of validations before being available to you, so there are documents rarely with inaccurate results. However, if an inaccuracy is identified in the extracted data, you can report it using the ‘Report a mistake’ button. A qualified professional will review the mistake to fix the issue and update the extraction model if required.

Delete an invoice in Receipt Bot.

If a document needs to be deleted in Receipt Bot, select the record, click the delete button, and provide the relevant reason for subsequent reference.

Note: You cannot delete documents during the processing phase. The system runs different processes in the background that cannot be interrupted at the run time. If you need to delete any processing documents, you can contact the support team to pause data processing temporarily so you can delete any documents.

Receipt Bot’s Intelligent data extraction

Receipt Bot utilizes market-leading OCR and Machine Vision technologies, validating and enhancing the output using proprietary algorithms. Following is a list of critical validations performed to give you actionable insight.

  • Duplicate document: If a document is identified as a duplicate of another processed document based on the invoice number, date, and gross amount, then the system records the document as a “Duplicate.”
  • Supplier name identification: The system applies multiple advanced techniques to extract the supplier’s name. For example, it looks for the document issuer, the brand name of the product, the company website, and the VAT number. The document is tagged as a “miscellaneous supplier” if a supplier name is not found.
  • Invoice Number identification: If the system fails to identify an invoice number, it looks for any other unique reference in the document—for example, payment reference, check-in number, purchase order, etc. If no unique reference is identified, the invoice number is generated based on the supplier initials and invoice date.
Receipt Bot Data validations and processing notes

Suppose Receipt Bot is unable to extract a field. In that case, it results in a validation failure, and the system attaches a processing note to the document so that you can quickly identify and perform the fixes required.
You can find these notes by hovering on the comment icon.

comments from grid
comments from details pop up

Following is a list of processing notes that explain a validation failure.

  • File Upload Validation related notes
    • Image Quality Issues: Image scan quality is not suitable for processing.
    • Country Not Supported: Receipt Bot does not support the documents from a country. (it rarely happens, but some formats are so different that our models cannot handle them).
    • Language Not Supported: Receipt Bot currently processes English language documents only.
    • Password-protected file: the document is password protected and, therefore, cannot be processed by Receipt-Bot.
  • Missing data-related notes
    • Supplier Missing: Supplier name not found in the document. Please update manually.
    • Document Date Missing: The system could not find the document date. Instead, the processing date has been inserted in the document date.
    • Document Number Missing: Document number not found in the document. Therefore, a Receipt-Bot generated number has been inserted in the document reference.
    • Transaction Amount Missing: transaction amount not found in the document. Therefore, the transaction amount was set as zero.
    • VAT Rate Missing: VAT Rate not found in the document. Please check and update as needed.
    • Description Missing: Description not found in the document. Please update as necessary.
  • Document type related notes
    • Duplicate document: Receipt-Bot has identified this document as a duplicate of another processed document; please review to delete or record it as a transaction.
    • Unrecognized document: Receipt Bot could not recognize the document type.
  • Other validation-related notes
    • Transaction Amount Zero: The transaction amount appears to be zero. Please check and update if necessary.
    • VAT/GST Rate Mismatch: VAT/GST Rates are different for each line. However, a standard VAT rate has been selected for processing.
    • Unrecognized receiver: The “invoice to” field does not match the business name.
Frequently Asked Questions


A: Receipt Bot can extract data from invoices, receipts, and other accounting documents.

A: You can use the bulk edit option to edit data in multiple invoices for fields such as contact, payment method, category, VAT/GST rate, and export currency.

A: You can export your purchase invoice data to integrated accounting software or download it in CSV format for offline analysis.

A: Receipt Bot does not extract line-item details, but we plan to implement this feature in the future.

A: Receipt Bot’s data extraction service is highly accurate in extracting information from receipts, including document type, contact information, dates, category, payment details, tax information, transaction amounts, currency information, etc.

A: If you find an error in the extracted data, you can report it using the ‘Report a mistake’ button, and a qualified professional will review and fix the issue.
Related help article

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