Smart scan: how to use automated receipt processing (OCR)

Smart scan

Smart scan uses advanced Optical Character Recognition (OCR) to eliminate manual data entry. By capturing or uploading a receipt, the system automatically extracts key details like amount, date, and vendor, allowing you to create accurate records in seconds.

How to add an expense using OCR on desktop

1. Click on Add expense and select Smart scan.

   

2. Select a receipt from the folder where you have it saved.

   

3. The system processes the image and automatically populates the expense fields.

4. Verify the extracted data, choose a name appropriate for your expense, and click Save to save it in the system.

How to add an expense using OCR on mobile

Click on Add expense and select Smart scan.

The mobile experience is optimized for high-volume handling and field speed.

Smart Auto-Capture: Point your camera at a receipt. The app automatically detects the edges and captures the scan without you needing to press a button. Continuous Scanning: As long as the camera remains pointed at a new receipt, the system will keep generating and stacking new scans. This is ideal for processing an entire trip’s worth of paperwork at once.

All your captured shots appear as thumbnails in the bottom-left corner. Tap the thumbnail to open the editing tools and adjust your scan before saving.

• Adjust: Fine-tune the cropping and edges.

• Filters: Enhance readability for better OCR accuracy.

• Rotate: Correct the orientation of the document.

• Delete: Remove unwanted or duplicate scans.

• Done (top-left) — confirm your edits and return.

• Retake (top-right) — capture the scan again if needed.

Once you click Save in the bottom-right corner, the system intelligently decides how to organize your data based on the number of scans:

• If only one receipt was processed, the data is transcribed directly into a new individual expense.

• If you scanned several receipts, the system automatically bundles them into a new expense group. This keeps your dashboard clean and ensures related costs (like a multi-day business trip) are structurally linked from the start.

Tips for Best Results

Place the receipt on a flat, well‑lit surface to improve OCR accuracy.

Double‑Check Before Saving: Quickly review the extracted amounts and details. The system does the scanning, but your confirmation ensures everything is correct.