Upload documents for data extraction

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

 

You can upload documents to Receipt Bot using 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 easy steps, you can upload PDF or scanned copies of your documents to Receipt Bot.

 

 

Step 1: Sign in to Receipt Bot

 

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

 

Sign in to Receipt Bot

 

Step 2: Open the Upload File Window

 

In the Receipt Bot web app, you will find buttons to upload files on all document management-related screens. Clicking on the button will open the “Upload File” window.

 

“Upload Files”button on the business dashboard page.

 

Open the Upload File Window

 

“Upload Files”  button on the purchase invoices page.

 

Upload Files

 

Step 3: Browse and Upload Files

In the “Upload Files” window, click on the “Upload from Computer” button, which will open the file explorer, and you can select the files to upload. (You can select multiple files to upload as a single batch).

Alternatively, you can drag and drop files or folders into the drop section of the “Upload Files” window.

 

Browse and Upload Files

 

Please ensure before closing the window that all files have been uploaded successfully. If the upload process is still running, closing the window will discard the partially uploaded files.

 

Note: Receipt Bot can recognize duplicate files upon upload and will reject such files to avoid credits being wasted. If you need to upload a file again for any reason, please delete the previously uploaded file.

 

Browse and Upload Files

 

Alternative upload mechanism due to errors

 

Sometimes, the system fails to upload a file to the Receipt Bot server and returns an error. It also presents an alternate upload button to upload the document using a different protocol.

 

To re-attempt the upload of your failed documents, click the new “Browse”  button and select the relevant documents.

 

Note: the new browse button appears only when a document fails to be uploaded.

 

 

2. Upload from DropBox using the web-app

 

If you keep your documents in DropBox, you can easily upload them to the Receipt Bot web app, following the same steps as uploading from the computer. In the “Upload Files” window, instead of “Upload from Computer”, select the Drop Box Icon, and a DropBox authentication window opens, where you should enter your DropBox user ID and password and select the relevant 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 can extract data from the email body as well as the attachments.

 

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 1: Obtain your document inbox

 

When you add a business in Receipt Bot, an email address is set up for the business based on the short name. Subsequently, you can find it on your business dashboard in the “Key Bookkeeping Information” tile, as highlighted in the screenshot below.

 

Obtain your document inbox

 

Step 2: Email documents to the document inbox

 

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.

By default, the system uploads a document as a purchase invoice, but adding specific keywords in the email subject will help the system identify the document type.

 

Add the keyword “Revenue” to upload a document to the sale invoice module.

 

Add “Bank Statement” or “Card Statement”to upload documents to the bank or card statement module.

 

You can also set up email auto-forward to automatically upload any relevant documents 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 lets you record expenses and receipts as you spend. It is a great way to ensure your expenses are recorded promptly and no documents are missed.

 

Note: The Receipt Bot mobile app currently supports purchase invoices only, but you can submit your bank or card statements and view those from the Receipt Bot web app.

 

 

Step 1: Install Receipt Bot mobile app

 

Install Receipt Bot Android or iOS app on your phone or tablet and sign in to the app using the same email ID and password as you use for the web app. Enable camera and document storage permissions.

 

Step 2: Take pictures in the app

 

Click on the add (+) sign at the bottom right corner to access camera mode and take photos of the documents. You can crop and adjust the document images in camera mode if needed.

 

Step 3: Save and Upload

 

Once satisfied with the picture, press the upload button at the top right corner. It will send the image to the Receipt Bot server (if there is a network connection), and the document will be processed.

 

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), please fold the receipt in the middle and take two photos, one of each half. Attempting to fit a large receipt in one picture affects the picture quality, often making it illegible and unsuitable for data extraction.

 

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 can send those documents to Receipt Bot via our secure API.

 

To start with the Receipt Bot open API, please navigate to the Integration data page and get the relevant API keys and credentials.

 

Secondly, you can find detailed documentation about how to use the Receipt Bot API to upload your documents to Receipt Bot: Postman API Documentation Link

 

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 sale invoices in Receipt Bot

 

Review purchase invoices in Receipt Bot

 

Review and download bank statements

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