Open CAPPS

Prefill an invoice with automatic reading

Version 2026.11 Reading time: 4 min Permission required: Suppliers; Create and edit

Automatic reading (OCR) suggests the fields of a supplier invoice from its PDF, scan or photo. Nothing is saved without you: you check the values, then save the invoice as usual.

Before you start

  • Reading starts from a New supplier invoice, with the Create and edit permission. See Enter a supplier invoice.
  • The reading service is activated branch by branch by the CAPPS team. If it is not, the window shows “Automatic reading is not configured”: ask for it to be activated, and enter the invoice manually in the meantime.
  • Accepted files: PDF, PNG or JPEG, 10 MB at most.

Read an invoice

  1. In the New Invoice window, click Read the document. You can also drop the file directly into the Import supplier invoice area: reading opens at once.

  2. In the Read the document (OCR) window, drop the invoice or click to choose it, then click Read the invoice. The message “Reading… this may take a few seconds.” appears.

  3. At the end (Reading complete), CAPPS shows an overall confidence rate and, for each field read (invoice number, invoice date, due date, ICE, tax identifier, currency, totals excl. VAT, VAT and incl. VAT), a reliable, to check or doubtful marker. Check the fields in orange or red first.

  4. Check the Supplier. If it is recognized, its name appears with Change. Otherwise, choose it from the list (“Supplier not recognised: choose it”).

  5. If Proposed lines are read and the document's totals are inconsistent, CAPPS can suggest the VAT calculated from the lines: click Apply to use these totals.

  6. Click Use these values. The fields read are copied into the invoice, and the file becomes its attachment. Another file lets you start again with another document.

  7. Review the entry, complete what is missing, then click Save invoice.

Only the fields actually read are changed. If only the amount incl. VAT was read, CAPPS recalculates the amount excl. VAT and the VAT with the rate chosen in the entry. The lines read can be kept with Save the lines read with the invoice; if their total does not match the amount incl. VAT entered, they are not saved.

Points of attention flagged by CAPPS:

  • Possible duplicate: an invoice with this number already exists for this supplier. Do not save the invoice a second time.
  • “The document seems to be issued by another supplier: …”: CAPPS keeps the supplier chosen for the entry. Check that you are on the right record.
  • “The reading server is not responding right now: reading may fail.”: try again later or enter the invoice manually.
  • File refused: “Unsupported format: PDF, PNG or JPEG.”, “The file is empty.” or file too large.

Reading does not replace your check: the number, date and amounts saved are those in the entry at the moment you click Save invoice. The usual rules apply (date not in the future, amount incl. VAT equal to amount excl. VAT + VAT, unique number).