ReceiptTrack

Scan, review and approve supplier bills

Open Purchases and use Scan invoice for evidence or Manual bill for direct entry. A scan moves through queued/processing to needs review. Check supplier, invoice details, category, lines and VAT, Save review, then Approve bill. Approval does not pay or post it. Turn supplier evidence into a checked, approved purchase record without trusting extraction blindly.

Quick answer

Before you start

Have a supported PDF or image, or the bill details for manual entry.
Create the supplier first when practical.
Treat extracted fields as suggestions that need human review.

Upload and monitor scan status.
Create or review bill fields and lines.
Approve the bill and understand its remaining states.

1. Start from Purchases

The list shows supplier, invoice reference, dates, total, outstanding amount and review status. Scan invoice opens the file chooser; Manual bill opens an empty editor.

ReceiptTrack Supplier bills table with an approved synthetic AI-scanned invoice. — Purchases lists scanned and manual supplier bills with supplier, total, outstanding balance and review status.

ReceiptTrack new manual supplier bill editor with supplier, invoice details, expense category, lines and approval actions. — Manual bill uses the same review model as a scanned bill. Save review preserves work; Approve bill confirms the checked record.

2. Upload evidence

Choose a supported PDF or image. Queued means extraction has not finished; processing means the worker is reading it. Keep the source available and wait for needs review or an actionable failure.

ReceiptTrack Supplier bills page showing Scan status queued after a synthetic PDF upload. — Scan invoice accepts supported image/PDF evidence and queues extraction. Queued means the worker has not finished yet.

3. Review every extracted field

Use View source to compare the evidence. Confirm supplier, invoice number, invoice/due dates and expense category. Check each description, net value, VAT and treatment; use Add line or remove controls when necessary.

ReceiptTrack review supplier bill screen with an AI-extracted synthetic invoice awaiting human checks. — AI output remains needs review. Confirm supplier, invoice fields, category, line values and VAT treatment before approval.

4. Save review and approve

Save review preserves the checked work without approving. Approve bill confirms the reviewed snapshot and locks evidence-sensitive fields. Back returns to Purchases.

Duplicate warnings should be resolved before approval.
Outside scope, exempt, zero and VAT-rated supplies are distinct.
Notes should explain unusual evidence or decisions.

5. Understand approved status

Approved means checked—not paid and not posted. Record/allocate a payment separately, then use Ready to post when the accounting event is ready.

ReceiptTrack approved supplier bill with disabled immutable review fields. — Approved locks the reviewed bill. It still remains unpaid and unposted until separate payment and posting actions occur.

Source evidence opens.
Supplier/reference/dates match it.
Net, VAT and total reconcile.
The bill is approved but retains explicit unpaid/unposted status until later actions.

Do not approve while a scan is queued.
If the supplier is missing, create or select the correct record before approval.
An AI extraction is not evidence of correctness.
A file failure should be retried with a supported, readable source.

Supplier bill checklist

Source inspected
Supplier and reference matched
Dates/category checked
Lines and VAT reconciled
Duplicate risk cleared
Approval status understood

The bill is checked, not silently completed

ReceiptTrack separates extraction, human review, approval, payment and accounting posting so each decision remains visible.