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Using AI Document Scanning

Learn how to scan expenses and purchase requisitions using AI. Make the process not only faster, but also more accurate.

TABLE OF CONTENTS

What is AI Document Scanning?

AI Document Scanning is a Precoro add-on enabled at the account level. It scans uploaded documents, extracts key information, and automatically creates documents using the detected data.

The feature is especially useful when working with large or complex documents, where manual processing takes more time and increases the risk of mistakes. By automating this step, you can process documents faster, improve accuracy, and keep data consistent across procurement workflows.

Please note:
This feature is included with Automation or Enterprise plans. If you’d like to enable AI Scanning with the Core plan, please contact your Customer Success Manager to purchase this add-on.

How to Scan Expense Files

Create expense documents automatically with AI scanning. You can also automate expense creation from the mobile app with AI-powered receipt scanning—learn how to do it.

If you prefer to create an expense manually, see this guide.

You can scan an expense file in just a few steps:

  1. Open the Expenses module.
  2. Upload a PDF or image file with expense information in one of the following ways:
    • Click Scan Expense in the top right corner and select the file. If multiple custom forms exist, you can choose which form the expense will be created from.
    • Drag and drop the file from your file manager onto the page.
  3. Precoro scans the uploaded file and extracts the relevant data.
  4. The system automatically creates an expense document with Draft status.

Scan Expense (1)

Please note!

  • If the AI can’t recognize the currency, the expense will not be created automatically.

  • For larger documents, data recognition may take longer, but you can keep working while processing continues in the background. The created drafts will appear on the Expenses page.

How to Scan Purchase Requisitions Files

AI scanning also allows you to create purchase requisitions (PRs) from supplier quotations directly in the Purchase Requisitions module.

If you want to create a PR manually, learn how to do it here.

To scan a quotation using AI:

  1. Navigate to the Purchase Requisitions page and click Scan Quotation in the top right corner.

  2. If multiple custom forms exist, choose which form the PR will be created from.
  3. Upload the quotation as a PDF or image.
  4. Wait a few seconds while Precoro recognizes the data and creates a draft Purchase Requisition.

You can then review, edit, and confirm the requisition.

Scanned documents are marked with an AI tag in the Status column.

PR scan

Please note!

  • The PR will not be created automatically if:

    1. the currency cannot be detected, or
    2. the detected currency isn’t available for the mapped supplier.
  • AI maps items to catalog items when possible. Some items may match the catalog, while others remain unmatched.
    1. For catalog-matched items, Precoro automatically fills the following fields:
      Name, SKU, Custom item fields, Unit, Currency.
    2. If Restrict Catalog Items Editing is enabled, catalog item details can’t be edited. However, users can still change the item price if the AI extracted it incorrectly.

Catalog Editing Restriction (1)