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Receipt recognition (OCR and e-invoice)

Upload a receipt when you create an entry. Theatilo reads e-invoices and scanned receipts and pre-fills the amount, date and other fields for you.

Web
Chöre›Chor›Kassenbuch›Neue Buchung›Beleg

This feature is only available on the web.

Permission required: Cashbook – Create & edit transactions

What is this?

At the very top of the New transaction form there is the Receipt field. If you drop a file there, Theatilo reads the most important details and enters them into the fields. When you save, the file is automatically attached to the entry as a receipt.

A notice shows how it was read:

  • E-invoice read — the data came in structured form from a ZUGFeRD or XRechnung file
  • Text recognised, accuracy High, Medium or Low — the data came from text recognition

How to use receipt recognition

  1. Open Ensembles, choose your choir, go to Cash book and click New transaction.
  2. Drag the receipt into the Receipt field or click it and choose the file.
  3. Wait a moment until recognition is finished.
  4. Check all pre-filled fields and correct them if needed.
  5. Choose the account and, if still empty, the category.
  6. Click Save entry.

Permission

You need Create & edit transactions.

Tips

  • Always check the fields, especially for photos. After saving, the amount and date can no longer be changed.
  • Take photos straight and in good light; this improves text recognition.
  • Ask suppliers for e-invoices; they are read most reliably.

Frequently asked questions

Which files can Theatilo read?▾
PDF, JPG, PNG and XML up to 10 MB. Theatilo reads e-invoices in the ZUGFeRD / Factur-X format (PDF with embedded data) and XRechnung (XML) directly. For other PDFs and for photos, Theatilo recognises the text using text recognition.
Which fields are recognised?▾
From e-invoices: amount, date, counterparty, IBAN, invoice number as reference, entry text and VAT. From photos and scanned PDFs: amount, date, IBAN, invoice number and VAT, as far as they can be found in the text. Theatilo also estimates whether it is income or an expense.
What if nothing is recognised?▾
Then “No data could be read from this receipt” appears. Fill in the fields yourself. The file is still attached as a receipt when you save. If the upload itself fails, attach it again under **Receipts**.

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