AI OCR

AI OCR feature automatically reads text from uploaded documents, eliminating manual data entry. The system scans the document and fills in the data for you.

Benefits

• Save Time – No more manual typing of invoice details
• Reduce Errors – AI accurately extracts data from documents
• Streamline Workflow – Process invoices faster and more efficiently
• Support Multiple Formats – Works with PDF, JPG, and PNG files
• Handle Complex Invoices – Extract single or multiple line items automatically

The AI Invoice / Bill Upload feature uses artificial intelligence to automatically extract data from invoice and bill documents, eliminating manual data entry and reducing errors. Simply upload a scan or photo of your document, and the AI will recognize and populate the key fields, including customer or vendor details, line items, amounts, and more.

For best results, ensure your invoice document is clear and readable:

Supported File Formats

• `PDF` - Digital invoices or scanned documents
• `JPG/JPEG` - Photo or scanned images
• `PNG` - Digital images

AI Invoice Upload

MAQSU ERP's AI Invoice Upload feature uses artificial intelligence to automatically extract data from invoice documents, eliminating manual data entry and reducing errors. Simply upload a scan or photo of your invoice, and the AI will recognize and populate the key fields, including customer details, line items, amounts, and more.

Here is the step-by-step guide to upload and process an AI invoice.

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Step 1 — Prepare Invoice file

Below is a sample customer invoice that we'll use for demonstration:

Follow these steps to upload and process an AI invoice.

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Step 2 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Customers ‣ AI Invoice Upload.

This will open the AI Invoice Upload page, where you can upload and process invoice documents.

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Step 3 — Upload

On the AI Invoice Upload page, click the Upload button to open the invoice upload form.

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Step 4 — Select File

In the upload dialog, you have two options:

Option A: Click "Choose files" – Click the Choose files button

• Browse to the location where your invoice is saved
• Select the file (PDF, JPG, or PNG)
• Click Open

Option B: Drag and Drop – Drag your invoice file from your computer

• Drop it into the upload area
• The file will be added automatically

You can upload multiple invoice files at once if needed.

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Step 5 — Select Extraction Type

After selecting your file(s), you'll be prompted to choose the extraction type that matches your invoice structure:

Single Line Extraction

Use this when: – Your invoice has only ONE line item or service

• The invoice shows a single total amount
• You don't need detailed line-by-line breakdown

What the AI extracts: – Invoice header information (number, date, customer)

• Single total amount
• Overall invoice details

Example use cases: – Service invoices (consulting, design work)

• Subscription fees
• Single-product purchases

Multi Line Extraction

Use this when: – Your invoice contains MULTIPLE line items

• You need to capture individual products or services
• Each line has its own quantity, price, and subtotal

What the AI extracts: – Invoice header information

• Individual line items with descriptions
• Quantities and unit prices for each item
• Line subtotals
• Taxes and final total

Example use cases: – Product sales with multiple items

• Detailed service invoices
• Material and labor breakdowns

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Step 6 — Submit the Upload

After selecting the extraction type, click the Upload button to submit your file(s) for AI processing.

The AI will now analyze your invoice document and extract the relevant data. This usually takes just a few seconds.

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Step 7 — Review and Verify Extracted Data

After processing, the AI will display the extracted invoice data for your review. This is your opportunity to verify accuracy and make any necessary corrections before generating the invoice.

Part A: Review Invoice Header Details

Check that the main invoice information is correct:

Verify these fields: – Customer Name – Is the correct customer selected

• Invoice Number – Does it match the document
• Invoice Date – Is the date correct
• Due Date – Is the payment due date accurate
• Reference – Any additional reference information
• Payment Terms – Are the terms correctly identified

If corrections are needed: – Click on any field to edit it

• Select the correct customer from the dropdown
• Adjust dates using the date picker
• Modify text fields as needed

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Part B: Review Line Items and Totals

Verify that all line items, quantities, prices, and totals are accurate:

For each line item, check: – Description – Product or service name

• Quantity – Number of units
• Unit Price – Price per unit
• Subtotal – Line total (`Quantity x Unit Price`)
• Account – Correct revenue account assigned
• Taxes – Tax rates applied correctly

Verify the summary section: – Subtotal – Sum of all line items before tax

• Tax Amount – Total tax calculated
• Total Amount – Final invoice total
• Currency – Correct currency selected

To make corrections: – Click on any cell to edit values

• Add missing line items using "Add a line" button
• Delete incorrect lines using the delete icon
• Adjust quantities or prices as needed
• Verify tax calculations

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Step 8 — Generate the Customer Invoice

Once you've verified all the information is correct, it's time to generate the customer invoice in MAQSU ERP.

Click the POST button to finalize the invoice.

What happens when you click POST: – The invoice is created in the system as a Posted invoice

• Journal entries are automatically generated for accounting
• The original uploaded document is attached to the invoice
• The invoice becomes visible in reports and customer statements
• An invoice number is assigned (if not already specified)

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Step 9 — View the Posted Invoice

After generating the invoice, you'll see a confirmation screen. Click the View Invoice button to open the newly created customer invoice.

This will take you to the Customer Invoice page where you can:

• Review the complete invoice details
• View the attached original document
• Send the invoice to the customer
• Record payments against the invoice
• Print or download the invoice
• Make any necessary adjustments (if still in Draft status)

AI Bill Upload

MAQSU ERP's AI Bill Upload feature uses artificial intelligence to automatically extract data from vendor bill documents, eliminating manual data entry and reducing errors. Simply upload a scan or photo of your bill, and the AI will recognize and populate the key fields, including vendor details, line items, amounts, taxes, and more.

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Step 1 — Prepare Bill file

Below is a sample vendor bill that we'll use for demonstration:

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Step 2 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Vendors → AI Bill Upload.

This will open the AI Bill Upload page, where you can upload and process vendor bill documents.

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Step 3 — Click Upload

On the AI Bill Upload page, click the Upload button to open the bill upload form.

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Step 4 — Select Your Bill File

In the upload dialog, you have two options to add your bill file:

Option A: Click "Choose files"

• Click the Choose files button
• Browse to the location where your bill is saved
• Select the file (PDF, JPG, or PNG)
• Click Open

Option B: Drag and Drop

• Drag your bill file from your computer
• Drop it into the upload area
• The file will be added automatically

You can upload multiple bill files at once if needed. Each will be processed separately.

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Step 5 — Select Extraction Type

After selecting your file(s), you'll be prompted to choose the extraction type that matches your bill structure:

Single Line Extraction

Use this when:

• Your bill has only ONE line item or service charge
• The bill shows a single total amount without detailed breakdown
• You don't need line-by-line itemization

What the AI extracts:

• Bill header information (number, date, vendor)
• Single total amount
• Overall bill details and payment terms

Example use cases:

• Utility bills (electricity, water, internet)
• Monthly subscription or service fees
• Professional service bills (consulting, legal fees)
• Single-item purchases

Multi Line Extraction

Use this when:

• Your bill contains MULTIPLE line items
• You need to capture individual products, materials, or services
• Each line has its own description, quantity, price, and subtotal

What the AI extracts:

• Bill header information
• Individual line items with detailed descriptions
• Quantities and unit prices for each item
• Line subtotals
• Tax breakdown per line (if applicable)
• Total taxes and final amount

Example use cases:

• Product purchases with multiple items
• Material invoices with various components
• Detailed service bills with labor and parts
• Inventory purchases with multiple SKUs

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Step 6 — Submit the Upload

After selecting the extraction type, click the Upload button to submit your file(s) for AI processing.

The AI will now analyze your bill document and extract the relevant data. This process typically takes just a few seconds, even for multi-line bills.

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Step 7 — Review and Verify Extracted Data

After processing, the AI will display the extracted bill data for your review. This is your opportunity to verify accuracy and make any necessary corrections before generating the vendor bill.

Part A: Review Bill Header Details

Check that the main bill information is correct:

Verify these fields:

• Vendor Name – Is the correct vendor selected
• Bill Number – Does it match the document
• Bill Date – Is the date correct
• Accounting Date – Should this be recorded on a different date
• Due Date – Is the payment due date accurate
• Reference – Any additional reference information
• Payment Terms – Are the terms correctly identified (e.g., Net 30, Due on Receipt)
• Journal – Correct journal selected (usually "Vendor Bills (USD)")

If corrections are needed:

• Click on any field to edit it
• Select the correct vendor from the dropdown (or create a new vendor if needed)
• Adjust dates using the date picker
• Modify text fields as needed
• Change payment terms if necessary

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Part B: Review Line Items and Totals

Verify that all line items, quantities, prices, taxes, and totals are accurate:

For each line item, check:

• Description – Product, material, or service name
• Account – Correct expense account assigned (e.g., Office Supplies, Utilities, Cost of Goods Sold)
• Quantity – Number of units or hours
• Unit Price – Price per unit
• Subtotal – Line total (`Quantity x Unit Price`)
• Taxes – Tax rates applied correctly

Verify the summary section:

• Untaxed Amount – Sum of all line items before tax
• Tax Amount – Total tax calculated
• Total – Final bill amount to be paid
• Currency – Correct currency selected
• Amount Due – Outstanding balance (should match total for new bills)

To make corrections:

• Click on any cell to edit values
• Add missing line items using "Add a line" button
• Delete incorrect lines using the delete icon (trash can)
• Adjust quantities, prices, or descriptions as needed
• Change expense account assignments
• Verify and adjust tax calculations

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Step 8 — Generate the Vendor Bill

Once you've verified all the information is correct, it's time to generate the vendor bill in MAQSU ERP.

Click the POST button to finalize the bill.

What happens when you click POST:

• The bill is created in the system as a Posted vendor bill
• Journal entries are automatically generated for accounting:
• Debit: Expense accounts (by line item)
• Credit: Accounts Payable (amount you owe vendor)
• The original uploaded document is attached to the bill record
• The bill becomes visible in reports and vendor statements
• A bill number is assigned (if not already specified)
• Vendor's account balance is updated

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Step 9 — View the Posted Bill

After generating the bill, you'll see a confirmation screen. Click the View Bill button to open the newly created vendor bill.

This will take you to the Vendor Bill page where you can:

• Review the complete bill details
• View the attached original document
• Schedule or make payment against the bill
• Track payment status
• Print or download the bill
• Add notes or comments
• View journal entries created

Help Articles

What Happens After AI Bill Upload

Once you've successfully uploaded and posted a bill using the AI feature:

1. Vendor Bill Record Created

• A vendor bill is created in MAQSU ERP
• Status set to Posted and ready for payment
• All line items, taxes, and totals are recorded
• Original document attached for reference

2. Accounting Entries Generated

• Journal entries are automatically created:
• Debit: Expense accounts (based on line item account assignments)
• Credit: Accounts Payable (total amount owed to vendor)
• These entries immediately affect your financial reports:
• Expenses appear on Income Statement
• Accounts Payable appears on Balance Sheet
• Vendor balance is updated

3. Vendor Account Updated

• Vendor's account balance increases by bill amount
• Bill appears on vendor statements and reports
• Tracked in accounts payable aging reports
• Visible in vendor transaction history

4. Available for Payment

• Bill is now ready to be paid
• Can be paid using "Add Payment" feature
• Payment can be scheduled for due date
• Payment matching and reconciliation enabled
• Supports partial or full payment

5. Audit Trail Maintained

• Original bill document is permanently attached
• All changes and payments are tracked
• Journal entries provide complete accounting trail
• Document accessible for audits and reviews

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Troubleshooting Common Issues

Issue 1: AI Cannot Extract Data

Possible Causes: – Image quality too low

• Document not clearly visible
• Unusual invoice format
• Handwritten or non-standard invoice

Solutions: – Rescan the document at higher resolution

• Ensure better lighting (no shadows or glare)
• Try a different file format (PDF often works best)
• Manually enter data if AI extraction fails

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Issue 2: Wrong Customer Selected

Cause: – AI misread customer name

• Similar customer names in system
• New customer not in database

Solution: – Click on Customer field and select correct customer from dropdown

• Add new customer first if not in system
• Verify customer details before posting

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Issue 3: Incorrect Line Item Amounts

Cause: – Poor image quality

• Unusual invoice formatting
• Small or unclear numbers

Solution: – Click on any incorrect amount to edit manually

• Recalculate totals if necessary
• Compare with original document carefully

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Issue 4: Missing Line Items

Cause: – Multi-page invoice but only uploaded first page

• Line items in unusual location on invoice
• Very small text not detected

Solution: – Upload all pages if invoice is multi-page

• Click "Add a line" to manually add missing items
• Verify line count matches original invoice

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Issue 5: Tax Not Calculated Correctly

Cause: – Tax rate not set up in system

• Wrong tax rate selected
• Multiple tax rates on invoice

Solution: – Configure tax rates in MAQSU settings first

• Manually select correct tax rate for each line
• Verify tax calculation before posting

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Frequently Asked Questions

Can I upload multiple invoices at once

Yes, you can select and upload multiple invoice files in one batch. Each will be processed separately and you'll review them one at a time.

What if the AI extracts incorrect information

You can manually correct any field before posting. Click on the field and edit the value. Always review the extracted data carefully.

Can I save a partially reviewed invoice

Yes, you can save the invoice as Draft status and come back to it later for final review and posting.

What happens to the original invoice file

The uploaded file is automatically attached to the invoice record in MAQSU. You can view or download it anytime from the invoice page.

Does this work with invoices in other languages

AI recognition accuracy depends on the language and character set. English invoices typically have the highest accuracy. Check with support for specific language support.

Can I use this for vendor bills too

Yes, MAQSU ERP also has an AI Bill Upload feature for vendor bills. The process is similar but creates vendor bills instead of customer invoices.

What if my invoice has a non-standard format

The AI is trained on common invoice formats. Unusual or highly customized layouts may require more manual correction. The system will still capture as much as possible.

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The AI Invoice Upload feature transforms the tedious task of manual invoice data entry into a quick, accurate, and efficient process saving you time and reducing errors in your accounting workflow.

Can I upload multiple bills at once

Yes, you can select and upload multiple bill files in one batch. Each will be processed separately and you'll review them one at a time before posting.

What if the AI extracts incorrect information

You can manually correct any field before posting. Click on the field and edit the value directly. Always review the extracted data carefully against the original document.

Can I save a partially reviewed bill

Yes, you can save the bill as Draft status and come back to it later for final review and posting. This is useful for bills that need manager approval or additional verification.

What happens to the original bill file

The uploaded file is automatically attached to the bill record in MAQSU. You can view or download it anytime from the bill page for reference or audit purposes.

Does this work with bills in other languages

AI recognition accuracy depends on the language and character set. English bills typically have the highest accuracy. Contact support for information about specific language support.

Can I use this for customer invoices too

Yes, MAQSU ERP also has an AI Invoice Upload feature for customer invoices. The process is similar but creates customer invoices instead of vendor bills.

What if my bill has a non-standard format

The AI is trained on common bill and invoice formats. Unusual or highly customized layouts may require more manual correction during review. The system will still capture as much data as possible.

How do I handle bills with multiple pages

Upload all pages of the bill as a single PDF file, or take photos of each page and combine them before uploading. The AI will process the complete document.

Can I edit the bill after posting

Posted bills cannot be directly edited. You would need to Reset to Draft (if no payments have been made), make corrections, and re-post. Or you can create a Credit Note to correct errors while maintaining an audit trail.

What expense accounts should I use

Use the most specific expense account that matches the purchase. For example, use "Office Supplies" instead of general "Expenses". This provides better expense tracking and reporting. Review your chart of accounts or consult your accountant if unsure.