Read a price list or invoice from a photo

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.

The invoice reader (AI) reads a photo or PDF of a supplier's price list or invoice and lists every row. You match the rows to your products, check the result and confirm. Nothing changes until you do.

Before you start

• The invoice reader is in early access: it is switched on per organisation. Until then the pages say it is not switched on for your organisation yet.
• A manager must agree once, in Settings → Invoice photos, that photos are sent to the AI provider to be read.
• You need the right Inventory, receiving, stock-take. Setting selling prices also needs Edit products or a manager.

Steps: a supplier's price list

1. Open Procurement → Suppliers and select Price list by photo on the supplier's line.
2. Select Take a photo (on a phone) or Choose a file, then Read the price list.
3. On Review the price list, check each row: the matched product, the Pieces per unit (a carton of 12 is 12), the List price, the Piece cost that will be written, the cost now, the margin before and after, and the Suggested price.
4. Fix a row with no product: pick one, or select Make it a new product. A row you leave unticked is ignored.
5. Tick The printed prices include VAT if they do, and correct the List dated date.
6. On a row whose cost rose, tick Also set the price to the suggested price if you want it.
7. Select Apply the ticked rows.

Steps: a supplier invoice

1. Open Inventory → Invoice from a photo, or From a photo on the receive page.
2. Take or choose the photo and let the reader fill in the receiving.
3. On Check the invoice, check the supplier, the Invoice number, the date, each line's product, Pieces and Cost per piece.
4. Choose On account (we owe the supplier) or Paid now.
5. Select Confirm and receive. The pieces go into stock, costs are updated and the invoice is recorded on the supplier's account.

Good to know

• Applying a price list writes costs, never stock. The list becomes the supplier's latest version: new purchase orders to that supplier start from its prices, and receiving at those prices raises no cost-rise warning.
• Each page the invoice reader reads is paid with AI credits from your organisation's one balance on Billing → AI credits, and also counts as one reading from your plan's monthly reading limit; a PDF counts each of its pages. The page shows how many readings are left.
• Rows are coloured: green is sure, amber needs a look, red needs you.
• Kluvan checks the reader's arithmetic itself: quantity × price, the totals and the VAT.
• A price list older than 60 days shows may be stale.
• Photos are stored without camera or location data and are deleted with your account.