Expense Receipt Digitization
Automatically extract information from receipt images using OCR and AI
The Expense Digitization module automatically extracts expense data from receipt images using OCR (Optical Character Recognition) and AI technology, automatically extracting amounts, dates, currency, and descriptions.
With three flexible digitization modes and mobile support, this module helps employees save data entry time and minimize errors.
Benefits of Receipt Digitization
Previously, employees had to take receipt photos, manually enter amounts, dates, currency, descriptions, and select product categories.
With the Expense Digitization module, just take a receipt photo, the system automatically fills in information, employees verify and submit for approval.
Key points
• Save time: No need to manually enter each information field
• Reduce data entry errors: OCR accurately reads amounts and dates from receipts
• Increase productivity: Employees create expenses faster, focus on main work
• Mobile support: Scan receipts directly on phone, anytime anywhere
Digitization Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Expense Digitization | Số hóa Chi phí | Feature to automatically extract information from receipts |
| Digitize document | Số hoá chứng từ | Button to activate manual digitization |
| Digitize automatically | Số hóa tự động | Automatically digitize when uploading receipt |
| Digitize on demand only | Số hóa theo yêu cầu | Employee must click button to digitize |
| Do not digitize | Không số hóa | Turn off OCR feature completely |
| Try Sample Receipt | Thử Biên lai mẫu | Test OCR with demo receipt |
| Extract State | Trạng thái trích xuất | OCR processing status |
Three Digitization Modes
Digitization Modes
| Mode | How it Works | When to Use |
|---|---|---|
| Digitize automatically | Automatically digitize when uploading receipt | Employees with frequent expenses, want to save time |
| Digitize on demand only | Employee must click "Digitize document" button | Employees with few expenses, want to control when to digitize, save credits |
| Do not digitize | Turn off OCR, manual entry | Don't want to use OCR, high security requirements, out of credits |
Configure Digitization Mode
Expense Manager can configure digitization mode for the entire company.
Steps
1. Go to Settings → Expenses
2. Find Digitization section
3. Choose one of three modes: Do not digitize, Digitize on demand only, or Digitize automatically
4. Click Save to save configuration
Using Automatic Digitization Mode
Steps
1. Create new expense: Go to Expenses → New
2. Upload receipt: Click "Upload or drop an expense receipt" area or drag and drop image
3. Wait for system processing: Status shows "Processing..." (5-30 seconds)
4. Check results: System automatically fills Description, Total, Date, Currency, Product
5. Confirm and submit: Check information, edit if needed, click Create Report to submit for approval
Using Manual Digitization Mode
In this mode, the system does not automatically digitize when uploading receipts. Employees must manually activate.
Key points
• Use when wanting to control when to digitize
• Use when receipt quality is poor and want to decide whether to send to OCR
• Use when wanting to save OCR credits (only digitize when needed)
Steps
1. Create expense and upload receipt as usual
2. Click "Digitize document" button at the top
3. System starts OCR processing
4. Check results and confirm
Testing with Sample Receipt
The module provides Try Sample Receipt feature to experience OCR without real receipts and without spending credits.
Key points
• Learn how to use: Test before using real receipts
• Demo for colleagues: Introduce feature to others
• Check configuration: Ensure OCR works correctly
• No credit cost: Sample receipts don't charge OCR fees
Steps
1. Go to Expenses, find "Try Sample Receipt" button or menu
2. Wizard shows "Try the AI with a sample receipt", click Create Expense
3. System creates sample expense with built-in receipt
4. Observe OCR process: status changes from Processing → Waiting validation
5. After 1 minute, sample expense is automatically submitted for approval (demo feature)
Digitization States
OCR Processing States
| State | Meaning | Duration |
|---|---|---|
| Waiting extraction | Request sent, waiting for system to start | 1-5 seconds |
| Extract not ready | Processing image | 5-30 seconds |
| Waiting validation | Results ready, waiting for verification | Waiting for user |
| Done | Results confirmed | - |
| Error | Digitization failed | - |
Fields Automatically Filled by OCR
Key points
• Description: OCR reads store name or service description. Check if it matches expense purpose
• Total: OCR reads amount on receipt. Check if it matches amount in image
• Date: OCR reads date on receipt. Check DD/MM/YYYY format
• Currency: OCR recognizes symbols $, €, ₫. Check if currency is correct
• Product: AI suggests category based on description. Check if it complies with policy
Handling OCR Errors
When OCR encounters errors or inaccurate results, it may be due to various reasons.
Key points
• Error status: Image too blurry/dark/crumpled, non-standard format, connection lost, out of credits. Solution: check image quality, click Resend, or manual entry
• Wrong amount: OCR confuses 0 with O, confuses comma/period (1,000 vs 1.000), reads subtotal instead of total. Solution: check and manually correct
• Wrong date: OCR confuses MM/DD vs DD/MM format, reads print date instead of transaction date. Solution: check and manually correct
• Wrong currency: OCR confuses currency symbols, receipt has multiple currencies. Solution: select correct currency in dropdown
Tips for Taking Good Receipt Photos
Key points
• Sufficient lighting: Take photos in bright places, avoid shadows
• Straight angle: Don't take photos at an angle
• Flat receipt: Flatten receipt before taking photo
• Zoom close enough: Ensure numbers are clear
• Not blurry: Hold hand steady when taking photo
• Suitable format: JPG, PNG, or PDF
Tips for Optimizing Workflow
Key points
• Take receipt photos immediately upon receiving (avoid loss, fading)
• Name image files meaningfully: 2024-05-24_coffee_meeting.jpg
• Check OCR results before submitting for approval
• Save original receipt images in case of future reference
• Enable Automatic Digitization mode to save employee time
• Train employees on how to take good receipt photos
Handling Special Cases
Special Receipt Types
| Receipt Type | How to Handle |
|---|---|
| Foreign language receipts | OCR still works, check amounts and currency carefully, description may need manual correction |
| Handwritten receipts | OCR may not read handwriting, manual entry or request printed receipt |
| Electronic receipts (e-receipt) | Screenshot or download PDF, OCR works well with clear text |
| Multiple receipts in one expense | Upload main receipt for OCR, attach additional receipts later, manually enter total amount |
Security and Privacy
Key points
• Receipt images are sent to Odoo's OCR service (external)
• Don't upload receipts containing sensitive information (full credit card numbers)
• If security is a concern, use Do not digitize mode
• Receipt images are stored in Odoo system (accessible by manager)
Managing OCR Credits
Each receipt sent for digitization costs 1 credit. Credits are purchased through Odoo's IAP (In-App Purchase) service. Running out of credits means no digitization.
Key points
• Use Manual Digitization mode instead of automatic for control
• Only digitize good quality receipts (avoid resending multiple times)
• Manual entry for simple receipts (few fields)
• Use sample receipts for training (no credit cost)
Troubleshooting
Common Issues
| Issue | Cause & Solution |
|---|---|
| "Digitize document" button not showing | Check digitization mode must be Manual or Automatic, check if receipt uploaded, check user permissions |
| OCR processing too long (> 1 minute) | Check network connection, refresh page (F5), contact IT if still slow |
| OCR results always wrong | Check image quality, try sample receipt to test OCR, contact IT if sample receipt also wrong |
| Cannot send receipt for digitization | Check expense is in Draft state, check OCR credits remaining, check network connection |