Automatic receipt recognition

How automatic receipt recognition creates benefits

With automatic receipt recognition, expense receipts (image or PDF) are read out as they are uploaded and the relevant fields are automatically populated in Vertec. This reduces manual work, lowers error rates and speeds up billing. Ideal for mobile entering on the go and consistent, audit-proof expense processing.

• Less typing and faster approval
• Reduced recording errors thanks to automatic data transfer
• Mobile usable in full-featured apps and Phone App

Prerequisites

The feature requires a licensed external cost module and is available in the full-featured apps as well as in the Phone App.

Functionality of automatic receipt recognition

• Create a new expense on the desired project.
• Open the page “Receipt,” select “Load image...” and upload the document postingimage or PDF).
• The detection starts automatically, the document image receipts and the detected values (including the document date) are expensed into the expenseApply

If not all information has been detected reliably, you will receive a warning and can add missing values manually. In any case, check the entry briefly – it is your responsibility to ensure that the data is correct.

Special cases and troubleshooting

Posts with several VAT rates are automatically split into several expenses; the generated sequential documents are linked to each other, and the receipt remains on the original document.

If an error occurred during the reading (e.g. no server connection), you can reprocess the already loaded document posted in the full-featured apps via “Action → Detect document”.

Tips for implementation

• Define clear expense types and preferences (e.g., gross/net, margin/price) to ensure correct amounts.
• Train employees in document entry via app (photo/upload) and in the short plausibility check.
• Consider internal approval processes and the treatment of expenses to reimburse.

Privacy and Compliance

The extraction is done using an AI-based service, neither the submitted files nor the detected data are permanently saved. Handwritten postings can also be detected in many cases.