Review sale invoices in Receipt Bot
Receipt Bot’s Sale Invoices module allows users to accurately extract transaction data from sales invoices, cash register rolls, ledgers and customer sales orders. This solution is designed to help businesses and accountants when the sales records are kept in the form of handwritten invoices, cash memos, sales ledgers, cash register stubs or customer sales orders, i.e., the business has the sales record in paper or PDF form and wants to extract that data to analyse offline, using Excel or record in accounting software, such as Xero or QuickBooks Online.
To extract data from Sale Invoices (or other sales documents), select the document type “Sale Invoice” when uploading the documents using the Receipt Bot web app. Currently, users cannot upload Sale Invoices using the mobile app. We are working on launching this feature soon.
Receipt Bot extracts data from documents with the highest accuracy and gives users several tools to analyse the extracted data easily.
Following are the options available to review and edit extracted data in the Receipt Bot.
- Option 1 – Review and edit data from the Sale Invoices summary grid.
- Option 2 – Edit multiple documents using the “Bulk Edit” feature.
- Option 3 – Review or edit data on the document details pop-up.
- Option 4 – Export data in CSV/Excel format.
Data extracted by Receipt Bot for sales invoices
Receipt Bot’s automation service can extract the following data points from a sale invoice.
- Document Type: The title of a document like an invoice, tax invoice or purchase order, etc.
- Customer Name: The person or company to whom the document is issued.
- Document Number: The unique reference number to identify a document or transaction. Example: Invoice Number, Receipt Number, Confirmation Number, Order Number, etc.
- Document Date: The date on which the document was issued. Example: Tax Point Date, Invoice Date, Order Date, etc.
- Due/Payment Date: The date at which the amount becomes due/receivable or the date at which the payment was made. Receipt Bot can also extract the due date using payment terms, like Net-7 or EOM.
- Category: The accounting category selected based on your custom chart of accounts by our AI system, based on the customer’s past transactions and product descriptions.
- Payment Method: The identifier for a bank account against which the payment has been deposited.
- VAT/GST Rate: The code of VAT/GST that is applied to the transaction based on the country.
- Description: The product or service details as mentioned in the document. If the system identifies multiple product descriptions in a document, then the system record descriptions as “Multiple Items”. (Currently, the system does not support extraction of multiple line items, and we plan to implement this feature in the future.)
- VAT/GST Amount: The amount of VAT/GST charged to a customer for the transaction.
- Net Amount: The sales amount before the charge of VAT/GST amount. (If no VAT/GST is applied to the transaction, the net amount is the same as the gross amount.)
- Gross Amount: The total amount receivable or received from the customer.
- Transaction Currency: The currency in which the transaction occurred.
- Base Currency: The home currency that is set up for a business.
- Exchange Rate: The rate at which the transaction currency is converted to the base currency.
- VAT/GST Amount (Base Currency): The VAT/GST amount is converted from the transaction currency to the base currency.
- Net Amount (Base Currency): The net amount converted from the transaction currency to the base currency.
- Gross Amount (Base Currency): The gross amount converted from the transaction currency to the base currency.
Additional data that can be assigned to a document
There is some additional data that you can also assign to a document. These include Tracking Categories, Locations and Classes. You can only assign this data if you have set it up in your accounting software, such as QuickBooks and Xero.
- Tracking categories: Tracking categories help you to categorise 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. - 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. - Inventory items: If you have imported an inventory item from your accounting software, you can assign an inventory item to a particular sales invoice. Receipt Bot will auto-select the category (COA) on the invoice based on the inventory item.
It is only available if your business is integrated with QuickBooks Online.
Option 1 – Review and edit data from the Sale Invoices summary grid.
You can view the extracted data from the sale 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
- Payment Method
- VAT/GST Rate
- Inventory items
Pro-tip: You can sort data by the customer to ensure that the categories and VAT rates are applied consistently and fix any incorrect data applied directly from the grid.
Option 2 – Edit multiple documents using the “Bulk Edit” feature.
The Bulk Edit feature allows users to edit the following fields for multiple transactions in a few clicks:
- Contact
- Record As
- Payment Method
- Category
- VAT/GST
- Export Currency
- Tracking Categories
- Location
- Classes
- Inventor
Pro-tip: The bulk edit feature is handy for quick fixes before exporting to accounting software. You can select a relevant category and export currency to record transactions per your preferences.
Document Filtering
The filter feature lets you view documents based on specific criteria for review, editing and export actions.
Pro-tip: The doc ID field in the filter supports advanced filter options.
Example One; if you want to select documents from 1 to 10, type “1-10” in the filter field.
Example Two; if you want to select documents 1, 5 and 8, type “1,5,8” in the filter field.
Option 3 – Review or edit data on the document details pop-up.
You can review the extracted data and edit any field on the document details pop-up. Click the document icon 
on the Sale Invoices grid to access the details pop-up.
The details pop-up shows all the data extracted for an invoice, and you can edit and save any of the extracted data as well.
Option 4 – Export data in CSV/Excel format.
You can export your processed data in CSV or Excel format for offline analysis.
Report data extractions mistakes
Receipt Bot extracts data with the highest accuracy. However, there can be situations where the extract is not as per your expectations. If you identify any error, you can report it using the “Report a mistake”button. Please briefly describe the mistake for our support team to review and fix the error.
Delete documents in the Receipt Bot
You can delete a document in the Receipt Bot using the delete button on the Invoices summary grid and details pop-up.
Note: You cannot delete the documents in the processing state. The system runs several processes in the background, which are initiated on upload, and deleting a document interrupts the process. You can contact support via web chat if you need to get a document deleted without processing.
Note: You cannot delete the documents in the processing state. The system runs several processes in the background, and deleting a document interrupts such processes. You can contact support via web chat to get a document deleted before processing.
Pro tip: The deleted documents are moved to the recycle bin, and those are permanently deleted after thirty days. You can also restore a document before it is permanently deleted.
Receipt Bot intelligent data extraction
Receipt Bot has implemented market-leading OCR and ML technologies to ensure accurate and quick data extraction of sales documents. Following are some highlights of the intelligence built into the Receipt Bot app;
- If you upload more than one sale invoice in a single PDF document, the system automatically identifies and splits it to create a separate document for each sales invoice.
- Receipt Bot applies multiple validations to identify duplicate documents in Receipt Bot based on document number, date, amount, etc. A duplicate document is automatically recorded as ‘DUP’ (Duplicate).
- Receipt Bot identifies the document issuer using multiple data points besides the name, such as tax registration number, address, phone number, etc.
- The system accurately extracts data from the handwritten documents if the handwriting is clear and legible.
- The system detects the payment due date on a document based on given dates or payment terms like EOM, MFI, etc., provided on the document.
- Receipt Bot automatically assigns a relevant category to a transaction from your chart of accounts based on the description and previously processed transactions for that contact.
Receipt Bot Data Validations and Processing Notes
If the document fails any system validations during the process, the Receipt Bot adds relevant notes to flag the issues for your review. The following is a list of key processing validations and associated notes;
- File Upload Validations
- Image Quality Issues: Image scan quality is not suitable for processing.
- Country Not Supported: The 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 Validations
- Contact Missing: The contact name is 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 amounts are not found; therefore, transaction amounts are set as zero.
- Transaction Amount Zero: transaction amounts identified as zero. Please re-check.
- VAT/GST Rate Missing: VAT/GST Rate is not found in the document; please re-check and update if needed.
- VAT/GST Rate Error: The VAT/GST Rates are different for each line; however, for processing standard VAT rate has been selected.
- Description Missing: Description not found in the document. Please update as necessary.
- Document Type Validations
- 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.
- Unrecognised document: The Receipt Bot could not recognise the document type.
- Other Validations
- Transaction Amount Zero: The transaction amount appears to be zero. Please check and update if necessary.
- VAT/GST Rate Mismatch: VAT/GST Rates differ for each line. However, a standard VAT rate has been selected for processing.
Limitation of re-export feature in sales invoices
Receipt Bot does not support editing and re-exporting the details and information of exported sales invoices. However, you can easily access your transaction in your accounting software (QuickBooks/Xero/SageOne) by clicking on the ‘View in QuickBooks/Xero/SageOne’ button. From there, you can make the necessary modifications to the invoice details as needed.
Frequently Asked Questions
Related Help Article
Review purchase invoices in Receipt Bot