Escanner OCR

Use Artificial Intelligence to scan and validate the evidence of your transactions.

At Clara, we work to ensure your company has access to the highest technology to improve your expense review processes, making them as efficient and secure as possible.

That’s why we created the "Scanner" functionality, which uses Artificial Intelligence to identify and validate that the files linked to your transactions are correct, saving you hours of manual reviews.

Note: This is a new tool, so the AI may have some inconsistencies in these processes. It is important to verify the extracted data.

 

What is the Scanner?

Simply upload your documents as you always have, and we will take care of the rest.

1. Go to the "Transactions" section.

2. Select the transaction to which you want to upload the evidence.

3. Find the "Files" section.

4. Upload your document in PDF or PNG format.

Immediately, the document will be processed, scanned, and validated by Clara, and you will see the document type, extracted data, and verification result directly in that section.

 

How does it work?

Simply upload your documents as you always have, and we will take care of the rest.

1. Go to the "Transactions" section.

2. Select the transaction to which you want to upload the evidence.

3. Find the "Files" section.

4. Upload your document in PDF or PNG format.

Immediately, the document will be processed, scanned, and validated by Clara, and you will see the document type, extracted data, and verification result directly in that section.

 

What is the difference between document types?

Any file you upload to a transaction will be identified as one of the following three types:

• Invoice: A printed representation of a legal document indicating the sale of a good or service. Generally required by tax authorities to deduct an expense.

• Receipt: A printed representation of the transaction, usually without tax validity and possibly with limited information.

• Other Document: Any other type of document that is neither an invoice nor a receipt.

Our scanner will analyze the uploaded document and attempt to correctly identify its type. It is important to remember that only one document can be identified as an Invoice and one as a Receipt at a time. All other documents will be classified as "Other Documents."

Note: For the AI to work correctly, it is important to ensure that the uploaded photos or files are of the highest possible quality. Make sure they are not blurry and are well-lit.

 

Can I change the document type of an uploaded file?

If the document was not correctly identified, you can change its type at any time.

1. Select the transaction containing the document you want to modify.

2. Find the "Files" section.

3. Click the button displaying the document type (Invoice, Receipt, or Other).

4. A dropdown menu will appear where you can select the desired document type.

5. Select the new document type you want to assign.

 

Can I have more than one receipt or invoice per transaction?

You can add as many documents as you want to a transaction. However, only one document can be identified as an Invoice and one as a Receipt per transaction. This ensures that the information in your downloadable CSV is from the correct document.

You can continue adding as many documents as you want, but if duplicate documents exist (e.g., two invoices), only one will be identified as an "Invoice" on the platform.

 

How can I review the extracted information from the document?

To review all the information extracted from the document, follow these steps:

1. Select the transaction containing the document you want to check.

2. Find the "Files" section.

3. Click the button with three dots (...).

4. Select "View details" from the dropdown menu.

 

How can I edit the extracted information?

If the AI did not correctly identify the information in the document, some fields may be left blank. If you want to fill them in manually, follow these steps:

1. Select the transaction containing the document you want to modify.

2. Find the "Files" section.

3. Click the button with three dots (...).

4. Select "View details" from the dropdown menu.

5. Scroll to the bottom of the side panel and click "Edit."

6. Make the necessary changes.

7. When finished, click "Save and verify."

The information will now be saved to the document.

 

How do I verify that the document is correct for the transaction?

When you upload an invoice or receipt, the AI will compare the extracted amount and date with those of the transaction and display a verification result if they match.

1. Go to the "Transactions" section.

2. Select the transaction to which you want to upload the evidence.

3. Find the "Files" section.

4. Upload your file, and it will begin processing.

5. Once processed, the document's extracted amount and date will appear below its name, along with a checkmark or cross depending on the verification result.

6. At the bottom, you will see the verification result of the document. If it matches, it will display "Auto-verified." If not, it will display "Not verified."

7. If a document is not verified, the icon in the table will show a red dot until it is verified.

 

Can I manually change the verification status?

If there is a case where the document does not match the transaction (e.g., the invoice was issued on a different date than the payment), any user can manually verify a document.

Follow these steps:

1. Select the transaction containing the document you want to verify manually.

2. Find the "Files" section.

3. Click the button with three dots (...).

4. Select "View details" from the dropdown menu.

5. Scroll to the bottom of the side panel and click "Edit."

6. If needed, edit or change any information you want.

7. Click "Save and verify."

The document will now be manually verified and labeled as "Manually verified."

 

How do I download the extracted information?

To download the extracted information from all your documents, you now have the option to download an "Enriched CSV" with all additional transaction information extracted from the attached documents.

1. Go to the "Transactions" section.

2. Click the "Download" button.

3. Select the "Enriched CSV" option.

4. You will see a new version of the CSV with all extracted information from the documents attached to each transaction.

Note: The downloadable file will only contain the information from the attached invoice and receipt, prioritizing the invoice information for inclusion in the CSV. This means we will first extract all possible information from the invoice and then review the receipt to add any complementary information.