AI Receipt and Invoice Scanning

When you receive invoices from suppliers or receipts for expenses, you can upload them to viggoVet and let the AI extract all the details automatically. The AI reads the document, identifies line items, amounts, vendor information, and dates, then pre-fills the expense or purchase form so you do not have to enter everything manually. This works for both petty cash expenses and inventory purchase orders.

Where AI scanning is available

AI receipt and invoice scanning is available in two places:

Scanning a purchase invoiceAccessing the scannerGo to Purchases in the left sidebar (under FINANCIAL).On the Purchase List page, click the Scan a Purchase button (near the search bar at the top).The AI assistant sidebar opens on the right.The AI sidebarThe sidebar shows:VIGGO AI avatar and greeting: “Hello I’m VIGGO AI, Your AI assistant. I’ll help you extract purchase details.”Instructions: “Please upload a photo of the purchase and I’ll scan it for you.”Upload area: Drag and drop zoneBrowse Photo buttonHow to scanUpload the supplier invoice (photo or file).The AI processes the document and extracts: Supplier/vendor name Invoice number Date Line items with quantities and prices Matching items to your inventory (when possible) Total amount Tax amountsThe extracted data pre-fills the purchase form with items matched to your inventory.Review the parsed information.Verify item matching is correct.Click Save to create the purchase.The purchase then updates your inventory stock levels automatically upon receiving.Scanning an expense receiptAccessing the scannerGo to Expenses in the left sidebar (under FINANCIAL).On the Expense List page, click the Scan Expense button (near the search bar at the top).The AI assistant sidebar opens on the right.The AI sidebarThe sidebar shows:VIGGO AI avatar and greeting: “Hello I’m VIGGO AI, Your AI assistant. I’ll help you extract expense details.”Instructions: “Please upload a photo of the expense and I’ll scan it for you.”Upload area: Drag and drop zone with a cloud iconBrowse Photo button: Select a file from your computerHow to scanEither drag and drop the receipt onto the upload area, or click Browse Photo to select the file.The AI processes the image and extracts: Vendor/supplier name Date of the expense Individual line items Amounts and totals Payment method (if visible) Category (if identifiable)The extracted data pre-fills the expense form.Review the parsed information.Correct any details if needed.Click Save to create the expense entry.Supported file formats:FormatBest forJPG/ PNGPhone photos of receipts, screenshotsPDFDigital invoices received via emailTips for better scanning resultsTipWhyCapture the photo in good lightingShadows and glare reduce accuracyKeep the receipt flat, not crumbled and in a good condition overallWrinkles distort textCapture the entire documentCropped edges mean missing dataUse digital PDFs when availableMuch higher accuracy than photos of printoutsMake sure the text is legibleFaded thermal receipts are harder to parse Purchase scanning Vs. Expense scanningPurchase ScanningExpense ScanningFound inPurchases listExpenses listCreatesPurchase order/receiptExpense entry (petty cash)Updates inventoryYes (upon receiving)NoItem matchingMatches to inventory itemsCategorizes by expense typeUsed forSupplier invoices for stockRent, utilities, office supplies, mealsWhat to do if something goes wrongAI not extracting all line items: The receipt may have low contrast or small text. Try a clearer photo or zoom in on the relevant section. Multi-page invoices may need to be uploaded page by page.Wrong amounts parsed: Verify the numbers manually. The AI can sometimes misread similar-looking digits (1/7, 6/8) on thermal prints. Edit the pre-filled values before saving.Vendor not matching: If the AI extracts a vendor name that does not match your existing suppliers, you may need to select the correct business from the dropdown manually.Items not matching to inventory: For purchases, the AI attempts to match line items to your inventory. If item names on the supplier invoice differ significantly from your inventory item names, you will need to manually select the correct items.File upload not working: Ensure the file is in a supported format (JPG, PNG, or PDF). Very large files may timeout. Try reducing the image size or uploading individual pages.Note: Contact the viggoVet help if any of these problems persist after following the instructions.