OCR Scanning

Scan paper invoices, PDFs, or photos and let AI extract all the details automatically.

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Overview

OCR (Optical Character Recognition) uses AI to read your invoices and extract:

• Vendor information
• Invoice number and dates
• Every line item with quantities and prices
• Totals

No manual data entry required—just upload and review.

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What You Can Scan

Format	Best For
PDF	Emailed invoices, downloaded statements
Photos	Paper invoices (use your phone camera)
Images	Scanned documents (JPG, PNG)

Tips for Clear Scans

Do	Avoid
Good lighting, even exposure	Dark or shadowy images
Flat document, no folds	Crumpled or folded papers
Full invoice in frame	Cut-off edges or missing sections
One invoice per scan	Multiple invoices in one image

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How to Scan an Invoice

Step 1: Start a New Scan

Navigate to Invoices → Scan Invoice

Or from the dashboard, click + on the Invoices card.

Step 2: Upload Your Document

Option A: Upload a file

1. Click Choose File
2. Select your PDF or image
3. Click Upload

Option B: Take a photo (mobile)

1. Click Camera
2. Position the invoice in frame
3. Capture the image

Option C: Multiple pages

1. Upload multiple images for multi-page invoices
2. The AI combines information from all pages

Step 3: Wait for Processing

The AI processes your document (usually 30-60 seconds):

Uploading → Analyzing → Extracting → Validating

You'll see a progress indicator. Stay on the page or come back later—processing continues in the background.

Step 4: Review Extracted Data

Once complete, you'll see everything the AI found:

Invoice Header

• Vendor name (auto-matched if recognized)
• Invoice number
• Dates
• Totals

Line Items

• Product names
• Quantities and units
• Prices

Step 5: Make Corrections

If the AI misread something:

1. Click the field to edit
2. Enter the correct value
3. Changes save automatically

Common corrections:

• Vendor name variations
• Quantity or unit misreads
• Price decimal placement

Step 6: Match Items

Before finalizing, match each line item to an ingredient. See Matching Items for details.

Step 7: Create Invoice

Click Create Invoice to finalize. The invoice is created with all your verified data.

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OCR Credits

OCR scanning uses credits from your account.

Usage	Credits
Single page	1 credit
Multi-page PDF	1 credit per page
Rescan	1 credit per page

Check your credit balance in Settings → Account.

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Multi-Page Invoices

For invoices that span multiple pages:

1. Upload all pages together (PDF) or as separate images
2. The AI reads all pages as one document
3. Line items from all pages appear in one list

The system intelligently combines:

• Header info from the first page
• Line items from all pages
• Totals from the summary page

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Vendor Recognition

When you scan an invoice, the system tries to match the vendor automatically:

Match Status	What Happens
Matched	Vendor linked, previous item mappings available
Suggestions	Similar vendor names shown, pick the right one
New Vendor	Create a new vendor record

Why Vendor Matching Matters

Once a vendor is matched:

• Previous item → ingredient links are remembered
• Future scans from this vendor match faster
• Vendor SKUs auto-link to ingredients

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Handling Common Issues

"Vendor not recognized"

The vendor name on the invoice doesn't match your records exactly.

Fix: Select from suggestions or create a new vendor.

"Item not matched"

The product name doesn't match any ingredient.

Fix: See Matching Items for resolution options.

"Quantity unclear"

The AI couldn't parse the quantity format.

Fix: Edit the quantity field directly. Check for:

• Case vs unit quantities
• Catch weights (e.g., "3 EA 18.45 LB")
• Unusual unit abbreviations

"Low confidence reading"

The AI isn't sure about a value.

Fix: Compare to the original document and correct if needed.

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Rescanning

Need to try again with a better image?

1. Click Rescan
2. Upload a new image
3. Processing restarts

Rescanning uses additional credits.

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Common Questions

Q: What languages does OCR support?
A: Currently English. Other languages may work but aren't officially supported.

Q: Can I scan handwritten invoices?
A: OCR works best with printed text. Handwriting recognition is limited.

Q: Why did the AI miss some items?
A: Check image quality. Blurry text, unusual fonts, or low contrast can affect accuracy.

Q: How long is scanned data stored?
A: Extracted data is stored with the invoice indefinitely. Original images are retained per your account settings.

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Next Steps

• Matching Items — Link scanned items to ingredients
• Receiving Invoices — Add items to inventory
• Invoice Overview — Understanding invoices