AI Bill Scan: supplier bills read by the system, checked by your accountant
Purchase entry is where distribution businesses lose the most hours and make the most quiet mistakes. AI Bill Scan does the typing. It does not do the approving — that part stays with a person, on purpose.
Anyone whose purchase pile is the bottleneck
If one person spends most of a morning keying supplier bills, and the sales team is waiting on that stock to show up in the system, the problem is not effort. It is that a human is being used as an optical character reader.
- Distributors receiving dozens of supplier bills a week, in every format
- Businesses where goods arrive faster than the paperwork gets entered
- Teams keying batch, expiry, MRP and HSN by hand, line after line
- Companies where purchase entry is one person, and that person takes leave
Three things, in order
Reads the bill
A supplier bill as a PDF, a scanner output or a photo taken on the shop floor. Multi-page bills and GRN formats go through the same path.
Drafts the invoice
Party, line items, batch and expiry where present, MRP, HSN and tax lines are extracted into a draft purchase invoice.
Waits for you
The draft lands on a review screen. Matched items show as matched, anything uncertain is flagged, and nothing reaches the ledger until someone approves it.
What happens between the paper and the ledger
Upload
Drop in the bill in whatever form it arrived — emailed PDF, scan, or a photo from a phone at the goods door.
Extraction
The system drafts a purchase invoice from what it reads, including batch and expiry where the bill carries them.
Review
Every extracted line is shown for checking. Matched items are marked; anything the system is unsure about is flagged rather than guessed at silently.
Tax recomputed
Tax is recalculated by the system against your branch's own setup rather than trusted from the paper, and the supplier is matched against your own registration.
Approve and post
A person on your team approves. Only then does anything hit the ledger, the stock position or the supplier's balance.
Assistance on data entry, not a replacement for your accountant
It would be easy to build this so that bills post themselves. We did not, and the reason is narrow: the cost of a wrong purchase invoice is not the invoice. It is the stock valuation, the supplier balance and the input tax that all quietly inherit the error, and the month spent finding it.
So the review screen is not a formality that can be switched off. It is the point of the feature. What changes is that your accountant is checking rather than typing, which is both faster and a better use of somebody who understands the books.
Two details matter more than they sound. First, the tax is recomputed rather than copied — if the supplier's paper is wrong, your books are still right. Second, the supplier is matched against your own registration data rather than against the name printed at the top of the bill.
Questions we get asked
What file formats can it read?
A supplier bill as a PDF, a scanner output or a photo. Multi-page supplier bills and GRN formats are handled the same way.
Can it post straight to the ledger without review?
No, and that is deliberate. Every draft lands on a review screen, and nothing reaches the ledger until someone on your team approves it.
Does it pick up batch and expiry?
Where the bill carries them, yes — along with MRP, HSN and the tax lines.
What if the supplier's bill has the tax wrong?
Tax is recalculated against your branch's own setup rather than copied off the paper, so an error on the supplier's document does not become an error in your books.
What happens to lines it is not sure about?
They are flagged on the review screen rather than guessed at silently. Matched items are shown as matched.
Is it included in our plan?
AI Bill Scan is an add-on module switched on per company. The pricing page sets out what each plan includes.
Send us one of your supplier bills
We will run it through AI Bill Scan on the demo call, on your own paperwork rather than a tidy sample.
Book a demo