How to record Purchases/Expenses automatically by scanning Vendor Invoices?

The OCR document scanning feature helps you quickly record Purchases/Expenses to your system by simply uploading vendor invoices.

To get started, go to Purchases > “Purchases and Expenses” > “Record New Purchase” Dropdown > Scan Documents:

When you click on “Scan Document”, the following modal will appear:

Select and upload the Invoice you received from here. (Supported file types: PDF/PNG/JPEG).

Once done, the system will first try to match the vendor details with your existing vendors. If a match is found, you can verify it and click “Confirm Vendor” to proceed. Otherwise, you can record it as a New Vendor:

Once the Vendor details are added, the system will create a draft Purchase record based on the document you uploaded:

You will see the scanned document and the system-created draft side-by-side for easy comparison.

In the Scanned Document, you can also go to the “Used” tab to see all the data the system has parsed from the uploaded document.

Once you have verified all the information, click on “Save & Continue” to save the purchase record in the system:

That’s it!

Adding Purchase/Expense record to your system by scanning vendor invoices is that simple!

In case you need further assistance, reach out to us on live chat support or drop an email at care@refrens.com.

Updated on: 10/07/2025