Overview
Smartbills makes it easy to upload vendor invoices and extract key information automatically using OCR. This guide walks you through uploading a bill, reviewing the extracted data, and saving it for approval.Supported formats: You can upload PDF files and images (JPEG, PNG). For best OCR results, ensure the document is clear and legible.
Steps
1
Navigate to Bills
Click Bills in the left sidebar to open the bills dashboard.
2
Click Upload Bill
Click the Upload Bill button in the top-right corner of the bills dashboard.
3
Add the Invoice File
You can add the vendor invoice in two ways:
- Drag and drop the file directly onto the upload area
- Click Browse to open your file picker and select the file
4
OCR Extracts the Data
Once the file is uploaded, Smartbills processes the document using OCR to automatically extract:
- Vendor name: The company or supplier that issued the invoice
- Invoice number: The vendor’s reference number
- Total amount: The amount due, including taxes
- Due date: The payment deadline
- Line items: Individual products or services listed on the invoice
- Tax amounts: Taxes broken out by type
5
Review and Correct Extracted Data
The extracted data appears in a form next to the invoice preview. Review each field and correct any values that the OCR misread.
- Fields with high confidence are pre-filled and highlighted in green
- Fields with low confidence are highlighted in yellow for your review
- Empty fields indicate data that could not be detected and must be entered manually
6
Assign the Vendor
Smartbills attempts to match the extracted vendor name to an existing vendor in your directory.
- Auto-matched: If a match is found, the vendor is pre-selected. Verify it is correct.
- Manual selection: If no match is found or the match is wrong, click the vendor field and search for the correct vendor.
- New vendor: If the vendor does not exist in your directory, you can create a new vendor profile directly from this screen.
7
Set Payment Terms and Due Date
Configure the payment schedule:
- Payment terms: Select from standard options (Net 15, Net 30, Net 60, Due on Receipt) or enter custom terms
- Due date: The due date may be auto-calculated from the invoice date and payment terms, or you can set it manually
- Currency: Verify the currency matches the invoice
8
Add Category and Department
Classify the bill for accounting and reporting:
- Category: Select the expense category (e.g., Office Supplies, Software, Professional Services)
- Department: Assign the bill to the responsible department or cost center
- Tags (optional), Add tags for additional organization
9
Save the Bill
Click Save to create the bill. It will appear in your bills list with a Pending status and, if approval workflows are enabled, will enter the approval queue.
After Uploading
Once saved, the bill enters your organization’s workflow:- If bill approvals are enabled, the bill is routed to the designated approver. See Bill Approval for details.
- If approvals are not required, the bill moves directly to Approved status and awaits payment.
- The original invoice document is stored in the Vault for archival.
Tips for Better OCR Results
- Use PDF when possible: PDFs with selectable text produce the most accurate extractions
- Avoid handwritten invoices: OCR works best with printed or typed text
- Check line items: Line item extraction is the most complex part; always verify quantities and unit prices
- Crop the document: Remove unnecessary margins or blank space before uploading
What’s Next?
Bill Approval
Learn how bills move through the approval workflow
Bills Overview
Return to the bills dashboard guide