Expense Tracking & OCR
Capture expenses in seconds with AI-powered OCR.
Managing supplier invoices and receipts is essential for VAT returns and financial visibility — but it is tedious. Invoify's expense tracking module lets you upload documents (PDF, JPG, PNG) and AI-powered OCR extracts the data automatically: supplier name, dates, amounts, line items, and VAT breakdowns. Review the extracted data, approve it, and your expense records are complete. Manual entry is available too for documents that resist automation.
Why your business needs this
AI-powered extraction
Upload a supplier invoice or receipt and the OCR engine extracts supplier name, dates, amounts, line items, and VAT breakdown with 95%+ accuracy.
VAT-ready records
Extracted VAT breakdowns are stored structured — ready for VAT returns without re-reading every document.
Time savings
Automated extraction replaces 5-10 minutes of manual data entry per document. For 20 expenses a month, that is 2-3 hours saved.
Verification workflow
Every extraction includes a confidence score. Low-confidence results are flagged for manual review — nothing is approved without your oversight.
Step by step
Upload a document
Go to Expenses and upload a supplier invoice or receipt. Supported formats: PDF, JPG, PNG. The document preview appears immediately.
OCR processes the document
The AI engine extracts text, classifies the document type, identifies supplier details, dates, amounts, line items, and VAT breakdown.
Review the results
The extracted data appears alongside the original document. A confidence score indicates accuracy. Edit any field that needs correction.
Approve and save
Mark the expense as reviewed. It is saved with structured data — supplier, amounts, line items, and VAT — ready for your accounting.
Everything included
Multi-format support
Upload PDF, JPG, or PNG files. The system handles both digital and scanned documents.
AI document classification
Automatically classifies documents as invoices, receipts, or other types.
Structured extraction
Supplier name, invoice number, dates, totals, line items, and VAT breakdown — all structured data.
Confidence scoring
Each extraction includes a confidence percentage. Low confidence triggers a review flag.
Manual entry fallback
For documents that resist OCR, full manual entry with line items and VAT table is available.
Retry mechanism
If OCR fails, retry with one click. The system handles transient processing errors.
Side-by-side review
View the original document alongside extracted data for easy verification.
Separate invoice & receipt views
Supplier invoices and purchase receipts are tracked in dedicated sections.
Save 3 hours per month on data entry
Manual expense recording is one of the most time-consuming admin tasks for small businesses. AI extraction cuts data entry time by 80%, while structured VAT data simplifies quarterly returns.
Configuration Tips
- 1Upload documents as soon as you receive them — the faster expenses are recorded, the more accurate your financial picture.
- 2Always review OCR results before approving — AI is good but not perfect, especially with handwritten receipts.
- 3Use the supplier name consistently across expenses for better reporting and filtering.