Scan a receipt or an invoice with your phone

A till receipt is easily lost. Photograph it as soon as you buy: To Bill reads the supplier, the amount, the date and the VAT, and keeps the photo as the expense’s receipt.

Before you start

• You need the permission to create expenses in the company.
• Automatic reading uses your company’s AI: it must be switched on, with the Reading a receipt in an expense help. Otherwise, you fill in the fields yourself. See The AI assistant.
• The app asks for access to the camera the first time (“To Bill uses the camera to scan the receipt of an expense.”): accept. To add a photo from the gallery, it asks for access to your photos.

Scan a receipt

1. Open the More tab, then Expenses.
2. Tap +, then Scan Receipt.
3. Frame the receipt. The scanner detects the edges and crops the page.
4. Confirm the photo. The app shows Analysing receipt..., then Receipt data extracted: Review the highlighted fields below.
5. Check each field highlighted in green: Description, Amount, Date, Vendor, Category, Currency, and the lines of VAT Details. Correct whatever is wrong.
6. Tap Create Expense. The photo is saved with the expense.

The amount and the VAT

In VAT Details, each rate has its Base and its VAT Amount. Check that the expense’s Amount is the amount excluding VAT and that the sum matches the receipt’s total. A receipt with two rates, for example 8.1% and 2.6%, has two lines.

If the app says This receipt has already been recorded or A similar expense already exists, check that you have not already entered it. If it really is another expense, tap Not a duplicate, continue.

Add a photo from the gallery

1. In Expenses, tap +, then New Expense.
2. Tap Gallery and choose the photo of the receipt. Camera opens the scanner.
3. Check the fields filled in, then tap Create Expense.

The app accepts photos. For a PDF, such as an invoice received by email, add the expense on the computer, or drop the PDF in To review: see The receipts autopilot.

When reading fails

The app shows Could not extract receipt data. The photo stays attached: fill in the fields yourself, then tap Create Expense. To take the photo again, tap Rescan.

A category is missing? The app offers the same list of categories as the computer, and this list cannot be changed. Choose the closest category, or Other. See Record an expense.

Without a connection

The app needs the internet to read and save an expense. Without a network, it shows No internet connection: keep the receipt and scan it later.

What your fiduciary sees

The expense and its photo are in To Bill straight away. If your fiduciary follows your company, they find it from their cockpit, with its voucher. See Receipts and automatic reading.

Legal basis

• Every accounting entry is supported by a voucher, on paper or electronic: Art. 957a para. 2 no. 2 and para. 3 CO.
• Vouchers are kept for ten years. They may be kept electronically, provided their link to the transaction is guaranteed and they remain legible: Art. 958f para. 1 and 3 CO.