Receipts & Bills: AI-Powered Data Extraction

The Receipts & Bills entity type allows you to automate data entry by uploading photos or scanned documents. generate.TAX utilises advanced AI to read documents and extract key financial data to map the tax rates and optionally, a chart of accounts.

1. When you log into generate.TAX and click on Add new Entity, select the Receipt & Bills option.

2. You will be asked to fill in some mandatory information.

It is important to provide a brief description of your business, including main products or services, to help our AI accurately categorise your transactions.

Once you save the details and have created the entity, you have 3 steps to complete before uplaoding your first receipt.

The “Before you scan” guide helps you set your tax rates and an optional Chart of Accounts (COA) as these are important steps for our AI-technology to understand the business you are handling in the generate.TAX.

1. It is mandatory to tell us more about the entity in 5 quick questions which improves the document processing accuracy.

2. Add your tax rates by using the recommended basic VAT rates, entering them individually or using a template.

We’ve included basic VAT rates to help you get started. These are only guidelines and may not cover all transactions, may not be suitable for OSS reporting and may assume use of the reverse charge module in generate.TAX.

3. Load a standard COA based on your entity’s country and the needs of the business to avoid building structures from scratch with the ability to add, edit or remove rows and codes to match your specific reporting needs.

Save your customised charts as Templates. These can be instantly loaded into new entities, ensuring consistency across your entire firm or group.

4. The next step is to upload and scan your receipts, invoices and bills. Use the drag-and-drop area in the Overview tab to add photos or PDFs. generate.TAX will scan them and add them to the Transactions tab for your review.

5. The Transactions tab lets you view, filter and refine imported or scanned data before it flows into reports and returns. It displays transactions in a customisable table with key fields like date, totals, tax and source with filters to quickly narrow results.

Bulk Background Processing: Upload batches of financial documents (JPEG, PNG or PDF) which are processed in the background and added to your transactions. Each entry is linked to its original file for easy review and approval. This feature is currently in beta, so we recommend checking all scanned data before use.

Uploads transaction with OneDrive or Sharepoint

As an alternative to uploading transactions manually, AI Scan can be connected directly to a OneDrive or SharePoint folder linked to the entity in generate.TAX. Documents added to the folder are automatically scanned and added to the transaction list for review.

During setup, you can choose whether to scan existing files or only process new documents by clicking on the toggle.

Capture documents from email

Open the required entity and locate the dedicated Capture from Email address.

Send invoices or receipts to the entity email address, or forward supplier emails containing document attachments.

Once received, documents are automatically added to the Capture Documents tab for scanning and processing. Open the Transactions tab to review extracted transaction data and link documents to transactions where required.

When processing receipts or invoices in a foreign currency, select the correct transaction currency during the review process.

Document review workflow

6. The Capture Documents area displays a clearer loading and ready state while entity data and scanning settings are being loaded. This helps prevent partially loaded screens when switching between entities or refreshing the page.

7. After documents are scanned, you can move from the Capture Documents tab to the Transactions tab to review extracted transaction data with less interruption.

The workflow is designed to support a seamless capture → review → action process, making it easier to validate and process your documents.

8. Edit a transaction by clicking a cell or opening the edit panel to update details like date, amounts, tax or contact. You can delete entries as needed and for Receipts entities, you can view or attach files to keep a clear audit trail.

9. You can identify transactions with attachments and view them by clicking the attachment icon.

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