How to use Expense OCR to Scan Receipts

Overview

The Expense OCR feature allows employees to automatically populate expense details by scanning an uploaded receipt. Instead of manually typing in the details, the system extracts key information from the receipt image and fills out the claim form for you.

TABLE OF CONTENTS

• Overview
• Key Features
• How to Scan a Receipt
• Important Things to Know

Key Features

• Auto-Filled Fields: Automatically extracts and fills Merchant, Claim Amount, and Receipt Date.

• Supported Submission Methods: Available on the website when filing an expense via the Expense Module page

• Editable Statuses: Available only while the expense is editable (Draft status). It is unavailable once the expense is locked for approval or processing.

• Receipt Preview: Click the Eye icon on the submission form at any time to preview the scanned receipt.

How to Scan a Receipt

1. To open the New Expense form, go to your profile’s Expense page or the Expense tab, then click Add expense.

2. Upload your receipt by dragging and dropping the file or clicking to select it.

3. Click the Scan Receipt icon.

4. Wait briefly while the system processes the image.

5. Review the auto-filled Merchant, Claim Amount, and Receipt Date fields.

6. Make any necessary edits or fill in remaining custom fields, then submit your claim.

Important Things to Know

• Review Extracted Data: Always double-check auto-filled values before submitting to ensure accuracy.

• Date Format: Dates are read as DD/MM/YYYY by default. If your receipt is formatted as MM/DD, please review and adjust the date manually.

• Refunds and Negative Amounts: Negative amounts (refunds) are extracted exactly as shown. Please verify the value before submitting.

• Scanning Multiple Receipts: If you scan a new receipt on an open expense form, it will overwrite all previously filled fields (including manually entered ones). Any missing data from the new scan will clear existing field values.

• Unclear Images: If a scan fails or returns an error due to image clarity or system errors, re-upload a clearer image and click the scan icon again.

Can I scan multiple receipts in one expense submission? 
No, Scanning multiple receipts in a single expense submission is not currently supported. You must scan and submit each receipt individually. Scanning a new receipt to an open form will overwrite any previously extracted data.

Still Need Help?:

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