How to use Bulk OCR Scanning to scan multiple documents at once?

The Bulk OCR Scanning feature helps you upload and scan multiple documents together instead of scanning them one by one. You can use it to quickly record multiple Purchases/Expenses by uploading vendor invoices in bulk.

How to Bulk Scan Multiple Documents?

To get started, go to Purchases > Purchases and Expenses.

Click on the dropdown next to + New Purchase and select Bulk Scan Expenses:

You will now be redirected to the Bulk Scan Expenses page:

The process is divided into three steps:

Select Files > Review & Confirm > Done

Step 1: Select Files

Click on Upload PDF or Image File to select the documents from your device.

You can upload multiple files at once.

Supported file types are: PDF, JPG, JPEG, PNG.

Maximum file size allowed: 10 MB per file

Once you select the files, the system will move you to the next step.

Step 2: Review & Confirm

In this step, you can review all the files selected for bulk scanning.

You will see details such as:

• File name
• File size
• File type
• Status

Each file will show the status as Ready to Scan.

If you have selected any file by mistake, you can remove it before continuing.

Once everything looks correct, click on Continue.

Step 3: Files Uploaded

Once the files are uploaded successfully, you will see the confirmation message. **Click on **OK to close the confirmation screen.

Your documents will now be processed in the background.

You will be notified once they are ready:

Where to View Scanned Documents?

After uploading the files, go to Purchases > Purchases and Expenses > Scanned Documents:

Here, you can view all the scanned documents uploaded through single scan or bulk scan:

You can filter ocuments by: All, Scanned, Failed, **and Added **from the different tabs.

You can also switch between document types using All, Invoices, **and Purchases tabs at the top.**

Understanding Scanned Document Status

Each scanned document will show a status based on its processing stage.

Scanned means the document has been scanned successfully and is ready to be added as a Purchase/Expense.

Failed means the system could not scan the document properly. You may need to upload the document again or check the file quality.

Added means the scanned document has already been used to create a Purchase/Expense record.

How to Create a Purchase/Expense from a Scanned Document?

Once the document status is Scanned, click on Add To Purchase:

The system will open the scanned document and the purchase draft side-by-side:

On the left, you will see the uploaded vendor invoice.

On the right, you will see the draft Purchase/Expense record created using the scanned details.

This helps you compare the original document with the system-created draft before saving it.

Confirm Vendor Details

Before creating the purchase record, the system will try to match the vendor details from the scanned document with your existing vendors.

If a matching vendor is found, you will see a Confirm Vendor Details popup:

Here, you can compare:

• Vendor details parsed from the document
• Your registered vendor details in Refrens

If the details are correct, click on Confirm Vendor.

If you do not want to use the matched vendor, click on Skip & Create New to record it as a new vendor.

Review the Purchase/Expense Draft

After confirming the vendor, check the purchase/expense draft carefully.

If needed, open the Used tab to view the data parsed by the system from the uploaded document:

Save the Purchase/Expense Record

Once you have reviewed and verified the details, save the purchase/expense record.

The scanned document will now be linked to the created Purchase/Expense.

After the record is created, the document status will change from Scanned to Added.

In the Linked To column, you will see the linked purchase/expense number, such as UG-00178.

You can click on this number to open the created purchase/expense record anytime.

Using Bulk OCR Scanning for Sales Invoices

You can follow the similar process to bulk scan Sales Invoices as well.

Go to the Sales Invoice section, choose the bulk scanning option, upload multiple invoice files, review the uploaded documents, and continue. Once the files are processed, you can view them under Scanned Documents and add them to the relevant sales invoice records.

The steps remain similar:

Upload documents > Review files > Process documents > Open scanned document > Verify details > Save the record

That’s It!

Using Bulk OCR Scanning, you can scan multiple documents at once and create records faster without entering every detail manually.

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

Updated on: 27/04/2026