Document archive and reading an invoice from a scan

Adding documents

Documents and scans, "Add document" button. PDF, PNG, JPEG and WebP files up to 10 MB are supported; the type is recognised from the file contents, not the extension. The same file will not be added twice. Adding requires finance write permission.

The table shows the file, type, size, date added and link to a purchase invoice. Documents from email have an "From email" badge. A document linked to a purchase invoice cannot be deleted because it is evidence; you can delete the others after confirmation, irreversibly.

Reading an invoice from a scan

1. Next to the document, click "Read invoice".
2. Read the warning: the reading is done by AI, uses 1 AI credit and posts nothing.
3. After a moment you will see the result: "Purchase invoice created" or "This purchase invoice already exists", together with the "Check before posting" list.

The model receives only the file and transcribes the data from it. Deterministic code then checks the arithmetic (sum of lines, net plus VAT equals gross, VAT by rate) and the validity of the seller's NIP. The reading is rejected when the buyer's NIP differs from your company's, when the number, date or seller's name is missing, or when the document does not look like a VAT invoice (e.g. a receipt or a quote). All discrepancies go into the "Invoice notes".

The result is an ordinary purchase invoice with the source "scan". Anna proposes posting it with confidence of no more than 70%, and proposals from a scan are never posted automatically. Compare the data with the original before approving.

AI credits and availability

• One reading costs one AI credit. Credits are counted monthly, together with all other AI uses (e.g. Ask the team, account suggestions); you can see your balance in "Licence and payments".
• When your credits run out, you will see the message "AI credits used up this month".
• Always compare the reading result with the original document.