🔍 AI Invoice & Bank PDF Scanners

Invoice Scanner (vendor bill → draft PI)

You get a paper/PDF invoice from your vendor. Manual data entry takes 5-10 min. Scanner does it in 15 seconds.

1. AI → Invoice Scanner → Upload
2. Drop PDF / JPG / PNG. Or drag a phone photo. Multi-page PDFs supported.
3. AI (Ollama by default, Claude for high-accuracy mode) reads: Vendor Name, GSTIN, Invoice No, Invoice Date, Line items (Description, HSN, Qty, Rate, Tax %, Amount), Totals (Subtotal, CGST/SGST/IGST, Grand Total)
4. Result appears as a Draft PI you can review + edit

Review + post the scanned PI

1. Scanner shows: Left panel = original PDF with highlighted extraction zones. Right panel = extracted fields you can edit.
2. Green rows = high confidence. Yellow = check this. Red = AI unsure.
3. Fix any yellow/red fields. Common tweaks: HSN codes, item mapping (see Item Resolution below), tax splits
4. Click Confirm + Post. Draft PI becomes posted Purchase Invoice. GL updated. ITC recorded.

Vendor auto-create from GSTIN

Never seen this vendor before? Scanner extracts GSTIN, looks up state + PAN automatically, creates the Vendor master in one click.

• GSTIN → first 2 digits = State Code (auto-set)
• GSTIN → chars 3-12 = PAN (auto-set)
• Vendor name from invoice header
• Address, phone, email pulled if visible on invoice
• Dedup: if vendor with same GSTIN exists, links to existing (no duplicate)

Item resolution (map vendor's terminology to yours)

Vendor calls it "Coca Cola 300ml", your master has "Coke 300ml Bottle". AI matches by HSN + fuzzy name + vendor purchase history.

• Confident match: item auto-linked, no action needed
• Ambiguous: dropdown of top 3 matches. Click the right one.
• Never seen: click + Create Item — pre-fills name, HSN, cost from the invoice line
• Learn: your choice is remembered. Next invoice from same vendor mapping same string auto-picks correctly.

3-way variance flagging

Bill amount doesn't match your PO or GRN? Scanner flags red before you post.

• PO says Milk at ₹42, GRN received at ₹42, but PI shows ₹45 = Price variance flagged
• PO 100 packs, GRN 98 packs, PI 100 packs = Qty variance flagged
• Review before posting. Either accept vendor price change or dispute with vendor

Bank PDF Scanner (statement → import rows)

End-of-month bank statement. Manual entry takes 30-60 min. Scanner does it in 30 seconds.

1. Finance → Bank Statement Import → Upload PDF
2. Drop your HDFC/SBI/ICICI/Axis statement (any Indian bank). Password-protected PDFs also supported (enter password).
3. AI extracts rows: Date, Narration, Amount, Type (Dr/Cr), Ref No, Balance
4. Review table. Correct any garbled rows. Click Import.

Import + reconcile

1. Imported rows go to BankStatementRow table — separate from GL
2. Go to Finance → Bank Reconciliation. Pick your Bank Account.
3. Left = Statement rows (from import). Right = your GL entries.
4. Click Auto-match — pairs same-amount rows within ±3 days
5. Handle remaining: match manually, or create missing GL entries (bank charges, interest credit)
6. Reconciliation summary at bottom shows any variance

Training the scanner (improve accuracy over time)

Every time you correct an extraction, Solvexa learns. Same vendor's next invoice will nail the fields.

• Training log: AI → Invoice Scanner Training. Rows: (Vendor, Field, Wrong Value, Correct Value, Corrected By)
• Templates: for vendors you scan often, create a Vendor Template — freezes the field layout for near-100% accuracy
• Provider switch: Ollama free but ~90% accuracy. Claude paid but ~98%. Switch per-feature at Admin → AI Provider Config.
• Quota gate: trial tenants have a daily Claude budget. Runs out → automatically falls back to Ollama (no service disruption).