Smart ReceiptsNew
Upload receipts and supplier invoices, let Systemise read them, and approve them to create purchases.
Smart Receipts reads the receipts and supplier invoices you upload and fills in the supplier, date, GST, total and line items for you. You check what was read, then approve it to create a purchase. Open it from Accounting → Smart Receipts.
Upload receipts
Open Smart Receipts
Select Accounting, then Smart Receipts in the side menu.
Add the files
Drag files onto the area that says Drop receipts here, or browse your files, or select Upload receipts at the top of the page.
Wait for them to be read
Each file shows its upload progress, then Uploaded. The documents appear in the list as Queued, then Extracting. The list updates by itself while documents are being read.
You can upload PDF, JPG, PNG or HEIC files, up to 20 MB each and up to 20 files at a time. For a PDF, only the first 6 pages are read.
Work through the list
The cards at the top show how many documents Needs review, how many were Extracted this month and how many are Matched to purchases.
Use the filters above the list to narrow it down:
| Filter | Shows documents that are |
|---|---|
| All | Every document |
| Needs review | Extracted or Needs review |
| Processing | Queued or Extracting |
| Failed | Failed or Rejected |
| Done | Matched |
Select a row to act on it:
- Review opens the document beside what was read. See Review a receipt.
- View opens the purchase created from a matched document.
- Retry (failed) or Reprocess (rejected) sends the document to be read again.
A warning icon beside the total means the document's numbers don't add up. Check it before approving.
Document statuses
| Status | What it means | What happens next |
|---|---|---|
| Queued | Uploaded and waiting to be read. | It moves to Extracting on its own. |
| Extracting | Being read now. | It becomes Extracted, Needs review or Failed. |
| Extracted | Read with high confidence and the totals add up. | Approve it, or open it to check first. |
| Needs review | Some fields were hard to read, or the totals don't add up. | Open it, correct the fields and approve. |
| Matched | Approved, or linked to a purchase. | Nothing. Select it to see the purchase. |
| Failed | The document could not be read. | Retry it. |
| Rejected | Someone rejected it. No purchase was created. | Reprocess it if it was rejected by mistake. |
A receipt that isn't from a supplier you have on file can still be Extracted. The supplier is created when you approve it.
Approve several documents at once
Choose the documents
Tick the documents you want. Select high-confidence ticks every document that is Extracted, whose totals add up and that would become a purchase.
Approve
Select Approve in the bar above the list.
Optionally set a job or account for all
Choose a Job for all (optional) or an Account for all (optional). Leave them empty to keep what was suggested for each document. Then select Approve with the number of documents.
A purchase is created from each document. Each one succeeds or fails on its own. Any that were skipped are listed above the list with the reason. You can change up to 100 documents at once.
The same bar has Retry, Reject, Delete and Clear:
- Reject keeps the documents in the list marked as rejected. No purchase is created, and each can be reprocessed later.
- Delete removes the uploaded files and what was read from them. A document already linked to a purchase is not deleted.
- Retry works on documents that failed or were rejected.
Fill in suppliers automatically
Rules fill in the account and job for a supplier's receipts, and can approve them for you. Select Rules at the top of Smart Receipts. See Smart Receipts rules.
Who can use Smart Receipts
| Action | Needs permission |
|---|---|
| See the list | Purchases: View |
| Approve and create purchases | Purchases: Create |
| Review, correct, reject, retry or link | Purchases: Edit |
| Delete | Purchases: Delete |
The Accounting menu itself needs Settings: View. The Owner and Office roles include all of these. If an action is missing, ask an administrator to check your role.