By using Artificial Intelligence (AI), QuickFile can automatically scan your receipts and invoices to extract key accounting information - such as supplier name, date, net, VAT and gross amounts. Based on this data and your previous tagging patterns, the system will pre-populate the receipt tagging form, helping to reduce manual entry and improve accuracy.

This feature works for both invoices and till receipts, enabling faster processing and more complete accounting records.

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Before you start

• Enable AI receipt analysis switched on in your account settings (see How do I enable or disable AI receipt analysis? below).
• A positive QuickFile credit balance. Each document analysed is charged to your credit.

How does it work?

When a receipt or invoice is uploaded or imported to your Receipt Hub the AI immediately gets to work extracting the text and determining the following key information from the receipt.

• Transaction date
• Supplier name
• Supplier address and VAT number (where applicable)
• Summary of items or services purchased
• NET amount
• VAT amount (where applicable)
• Gross amount
• Invoice number (where applicable)

The AI then checks whether the supplier and amount match any open purchase invoices. If not, it looks at how receipts from this supplier were tagged previously and will pre-populate the form based on this historical behaviour.

When you open the receipt, the fields the AI has filled in are shown with a pale green background. These are usually the Total Amount, Description (the items and their prices), Supplier Ref. (the receipt or invoice number), VAT Rate, VAT and Receipt Date. You still check these, choose the Supplier if it’s empty, and choose the Category before you save.

How do I tag a receipt the AI has analysed?

1. In the Receipt Hub, wait until the receipt shows Analysis Ready under its file name.

2. Click Tag Me next to the receipt. The receipt opens on the left and the tagging form on the right.

3. If the Analyser Results panel says, for example, 2 possible matches found, click it to see existing purchases with the same total. If the receipt belongs to one of them, choose that purchase. If not, click Discard match and tag manually.

   Important: Possible matches are based on the amount, so the list can include purchases from other suppliers and dates, and purchases already paid. Check the supplier, date and reference before choosing one.

4. Check the fields with a green background against the receipt, and correct anything that’s wrong.

5. If Supplier is empty, choose the supplier. The system will learn for future uploads from this supplier.

   

6. Choose the Category.

7. Click Create New Purchase.

How is VAT worked out?

For VAT registered accounts, the AI first checks for an itemised VAT breakdown. If none is detected, VAT may be inferred at the standard rate, this will be clearly marked as Estimated.

Hover over the (?) next to Estimated to see why: “The VAT amount has been estimated using the standard VAT rate, as no itemised VAT was detected on the document. Please verify this value before proceeding.”

What are the charges for using AI receipt analysis?

The fees for AI based receipt analysis are as follows:

Charges are taken from your QuickFile credit balance on a pay-as-you-go basis. You will never go overdrawn, processing simply pauses if your balance reaches zero.

Where can I see the charges and top up?

1. Click your company name at the top right.

2. Click Billing. Your QuickFile Credit balance is shown at the top.

3. Check the ledger. Each analysed document is a separate Receipt Analysis line, with a View Document link to the receipt. With Power User Subscription each line is -0.048 (4p plus VAT).

   

4. To add credit, click Top Up.

How do I enable or disable AI receipt analysis?

You can enable or disable AI receipt analysis from the “Advanced Settings” area in your account:

1. Go to Account Settings > Advanced Settings > Optional Features.

2. Switch Enable AI receipt analysis to On (or Off to stop it).

   

3. Click Save. You’ll see Advanced Settings Updated!. Nothing changes until you save.

How long does it take to analyse a receipt?

Receipt analysis runs automatically in the background and typically completes within 2–3 minutes, although processing times may vary depending on system load. In the Receipt Hub list, you can track the status of each receipt while it is being analysed and before it has been tagged.

The status appears under the file name:

• Awaiting Analysis: the receipt is waiting in the queue.
• Analysing Receipt: the AI is reading it.
• Analysis Ready: the form is pre-filled and the receipt is ready to tag.

When a receipt shows Analysis Ready, click Tag Me to check and save it.

What are the limitations?

As with all Artificial Intelligence tools, there are limitations that may affect speed and reliability. To maximise the effectiveness of this tool please take note of the following points:

• Try to take clear, high quality pictures or scans of your receipts and invoices. This will increase the likelihood that the AI can read and interpret the data. For example, on a blurred photo the amounts and date may be read correctly but a digit of the receipt number misread, so always check the Supplier Ref. too.
• Receipt analysis requires a positive credit balance on your account, we’ll let you know when you’re running low.

How can I give feedback?

Any feedback or suggestions about AI receipt analysis will be well received. Please post them on the QuickFile Community forum.

Troubleshooting

My upload fails with “Bad Request”

The file may already be in your Receipt Hub. Check the list for the same file name before uploading it again.

My receipts aren’t being analysed

Check that Enable AI receipt analysis is On and that you clicked Save, and that your QuickFile credit balance is above zero (company name > Billing). Receipts that were already in the Receipt Hub may need adding to the queue from the message in the Receipt Hub.

A figure on the form is wrong

Correct the field before you click Create New Purchase. Check the amounts, date and Supplier Ref. against the receipt, especially for blurred or creased photos.

Related topics

New to managing documents in QuickFile? Start with The Document Management Area for an overview, then The Receipt Hub for uploading and tagging receipts.

• The Document Management Area: An overview of where your documents and receipts are stored in QuickFile.
• The Receipt Hub: Upload, tag and manage your receipts and purchase invoices.
• Email us your receipts: Forward emailed receipts to QuickFile so they appear in your Receipt Hub automatically.
• Receipt capture with Dropbox: Send receipts to your Receipt Hub from a Dropbox folder.
• Power User Subscription: What the subscription includes, including the lower price per scan.
• QuickFile Prepaid Credits: How your QuickFile credit balance works and how to top it up.
• Recording your purchases: How purchases are recorded and paid in QuickFile.