> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Upload a Bill

> Upload vendor bills and invoices for processing with AI-powered data extraction

## 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.

<Note>
  **Supported formats**: You can upload PDF files and images (JPEG, PNG). For best OCR results, ensure the document is clear and legible.
</Note>

## Steps

<Steps>
  <Step title="Navigate to Bills">
    Click **Bills** in the left sidebar to open the bills dashboard.
  </Step>

  <Step title="Click Upload Bill">
    Click the **Upload Bill** button in the top-right corner of the bills dashboard.
  </Step>

  <Step title="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

    Supported file types include PDF and image formats (JPEG, PNG). You can upload a single file per bill.
  </Step>

  <Step title="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

    A progress indicator shows the extraction status. Processing typically takes a few seconds.
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>

  <Step title="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
  </Step>

  <Step title="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
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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](/guides/web-app/bills/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](/guides/web-app/vault/overview) for archival.

## Tips for Better OCR Results

<Tip>
  **Upload clear documents.** OCR accuracy depends on document quality. Scan invoices at 300 DPI or higher and avoid photos taken at an angle.
</Tip>

* **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?

<CardGroup cols={2}>
  <Card title="Bill Approval" icon="check-double" href="/guides/web-app/bills/approval">
    Learn how bills move through the approval workflow
  </Card>

  <Card title="Bills Overview" icon="file-invoice-dollar" href="/guides/web-app/bills/overview">
    Return to the bills dashboard guide
  </Card>
</CardGroup>