Turn bill images and PDFs into Books records

This feature is in early access: it is built and tested, but not yet switched on for every organisation or not yet tried with the outside provider. Ask us on WhatsApp if you would like to try it.

Open Books → AI bills (/books/ai-bills) when the reader is available for your organisation. You need Books access, an existing supplier, and enabled AI with available usage.

Your own API key: image and PDF reading currently requires Anthropic. OpenAI own-key media support is for voice-note transcription, not this bill reader. An unsupported media request fails; Kluvan does not silently switch it to your included allowance. A ChatGPT or Claude consumer subscription does not include API usage.

1. Upload the bill image or PDF. The document is sent to the selected AI provider for extraction under your workspace’s consent.
2. Check the supplier, invoice number, dates, currency, line amounts and tax. Choose the expense account and tax treatment, or apply a saved supplier rule.
3. Review the calculated totals and the linked original. Correct uncertainties before confirming the bill.
4. Open the created supplier bill in Books and check its payable balance. Record payment separately when money is actually paid.

Automatic booking is an explicit choice. It only proceeds when the supplier matches exactly, required fields are reliable, arithmetic and tax checks agree, and duplicate checks are clear. Otherwise the item waits for review. Kluvan’s accounting engine calculates amounts; the model extracts information.

A created bill does not receive inventory or automatically pay the supplier. Closed-period rules still apply. Repeated submissions and supplier invoice numbers are checked to prevent duplicate booking. An unsupported or missing currency leaves the extraction available for review and manual handling; do not silently change the currency to force a posting.

If credits run out or AI is disabled, use the ordinary supplier bill form. Keep originals and review the resulting accounting record as you would a manually entered bill.