Content

• Scan a new document
• The monthly quota of extractions
• Questions and answer on intelligent document selection
• Possible error Messages

Scan a new document

Make sure that you are logged into the correct company account. If you manage multiple companies, you can switch between them by selecting "Home", followed by the "Settings" button" in the top-right corner.

There are two ways to scan a new document. You can navigate to “Home”, tap “Scan”, or select “Purchase” and tap the “+ button” in the top-right corner. By default, the scanner is set to auto-mode. This means, document borders are detected, and the shutter is automatically triggered. For optimal scanning results, place the bill or expense on a dark background to ensure the corners are easily detected. You can switch to manual-mode if preferred. After scanning, tap "Save" to upload the document to your Inbox.

For multipage bills or expenses, scan the first page and wait for it to appear in the library at the bottom-left before scanning the next page. From the document library, you can delete or edit any scanned pages as needed. If scanning multiple bills or expenses, tap “Next scan” for each new document. Once done, select “Process scan”, and the last scan will be processed right away. Previously scanned documents will remain in your “Inbox” for further processing. To access scanned documents, select “Purchase” and your “Inbox” will open.

When processing the scan, you must specify whether it is a bill or an expense.

Creates a bill directly with the attached document. If it is a QR invoice, payment details are automatically extracted.
Expense - Creates an expense directly with the attached document.

After making your selection, you select a contact. Our system intelligently detects if the selected contact has been previously linked to expenses or bills. In such cases, relevant data, such as the bank account, is automatically populated. If you’re adding a new contact or selecting one for the first time, only limited information can be autofilled.

The data extraction process may take a few seconds, up to a minute. Once it’s complete, select the document, which will now have the status "Draft." Review the automatically populated data for accuracy. After verification:

For bills: Enter the required fields to create a payment order. The document status will change to “Payment created” directly after you created the payment order.
For expenses: Select “Save as done”, and the document status will automatically change to “Done”.

Uploading documents

To upload a document (e.g. PDF) to bexio Go, open it in your camera roll, library, or other storage location. Then select the "Share" option and search for the "bexio Go" app. The process must be started directly from the document you want to share and not from the bexio Go app.

Scanning multiple pages

When scanning the second page of an invoice when they are attached to each other, it can happen that the frame is not captured correctly. This problem can be easily solved by manually adjusting the frame when you call up the scan again at the bottom left after scanning. To do this, drag the corners or edges of the frame to the desired position in order to crop the document optimally. If necessary, you can make small corrections to achieve the best scanning result.

Automatic saving of documents in the inbox

Scanned documents are automatically saved in the inbox. This means that your documents are available for further processing in the inbox of the mobile and web application immediately after scanning.

The monthly quota of extractions

Depending on your subscription package, you have the following extractions available.

If this quota is used up, you can enter the data manually. You can upgrade to a higher subscription package to profit from more extractions for automatic readout If you have any questions about the subscription packages, our account management will be happy to help you at accountmanagement@bexio.com.

Questions & answers on intelligent document selection

Why does intelligent document reading sometimes fail to recognize information?
The system in the background is intelligent and "learns" from previous expenses and supplier invoices for certain contacts. It thus gets better over time. Badly crumpled receipts may cause difficulties when extracting the information.

Does intelligent recipe reading also work in the web application?
Currently, only QR invoices can be uploaded and in the bexio web application. Other receipts and vouchers can so far only be read automatically in the "bexio Go" mobile app. Receipts and vouchers can of course be processed manually in the web app, i.e. you enter all the information manually in a vendor invoice or expense.

When does an extraction "count"?
If data has been read out automatically, this always counts as an extraction. This is also the case if the document is deleted again or corrections were made manually.

How can I enter a receipt with multiple VAT rates?
This is currently not possible in the mobile application. This function is available only in the web application and only for bills (not expenses).

Possible error messages