{"id":140687,"date":"2026-07-20T06:54:55","date_gmt":"2026-07-20T06:54:55","guid":{"rendered":"https:\/\/docs.daftra.com\/user_manual\/%d8%af%d9%84%d9%8a%d9%84-%d8%b4%d8%a7%d9%85%d9%84-%d9%84%d8%b1%d9%81%d8%b9-%d8%a7%d9%84%d9%85%d9%84%d9%81%d8%a7%d8%aa-%d8%a8%d8%a7%d9%84%d8%b0%d9%83%d8%a7%d8%a1-%d8%a7%d9%84%d8%a7%d8%b5%d8%b7%d9%86\/"},"modified":"2026-07-20T11:05:51","modified_gmt":"2026-07-20T11:05:51","slug":"%d8%af%d9%84%d9%8a%d9%84-%d8%b4%d8%a7%d9%85%d9%84-%d9%84%d8%b1%d9%81%d8%b9-%d8%a7%d9%84%d9%85%d9%84%d9%81%d8%a7%d8%aa-%d8%a8%d8%a7%d9%84%d8%b0%d9%83%d8%a7%d8%a1-%d8%a7%d9%84%d8%a7%d8%b5%d8%b7%d9%86","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/%d8%af%d9%84%d9%8a%d9%84-%d8%b4%d8%a7%d9%85%d9%84-%d9%84%d8%b1%d9%81%d8%b9-%d8%a7%d9%84%d9%85%d9%84%d9%81%d8%a7%d8%aa-%d8%a8%d8%a7%d9%84%d8%b0%d9%83%d8%a7%d8%a1-%d8%a7%d9%84%d8%a7%d8%b5%d8%b7%d9%86\/","title":{"rendered":"A Complete Guide to AI Document Upload"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text]Instead of entering your invoice and document data manually field by field, the system allows you to upload a scanned document and let the AI extract its data \u2014 items, quantities, prices, client or supplier, taxes, and dates \u2014 then pre-fill the entire transaction form for you to review and save in minutes. This guide covers the complete workflow from upload to saving, and the differences between the seven supported document types.<\/p>\n<p><strong>Before You Begin<\/strong><\/p>\n<ul class=\"[li_&amp;]:mb-0 [li_&amp;]:mt-1 [li_&amp;]:gap-1 [&amp;:not(:last-child)_ul]:pb-1 [&amp;:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3\">\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">The feature requires a sufficient balance of AI Coins (AIC) \u2014 your balance is displayed on the upload screen.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Access to the feature uses the same permission as creating the relevant form \u2014 a user with permission to create a sales invoice can upload sales invoices with AI, and so on.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">For better matching accuracy, make sure your clients, suppliers, products, and taxes are already registered in the account.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Uploading a purchase order requires the Purchasing Cycle app to be activated on the account.<\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Supported Documents &#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1784541917977{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<p class=\"font-claude-response-body break-words whitespace-normal\">AI upload supports seven document types covering both the sales and purchases cycles:<\/p>\n<ul>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Sales:<\/strong> Sales Invoice, Sales Order, Estimate, Credit Note.<\/li>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Purchases:<\/strong> Purchase Invoice, Purchase Order, Purchase Quotation, Debit Note.<\/li>\n<\/ul>\n<p class=\"font-claude-response-body break-words whitespace-normal\">The workflow is identical for all types \u2014 from the list of each type to its pre-filled form \u2014 and only the final form and the fields the AI attempts to detect differ.<\/p>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;Step 1: Uploading the Document&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1784541978546{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<ol>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Navigate to the list of the required document type \u2014 for example: <strong>&#8220;Sales&#8221;<\/strong> \u2192 <strong>&#8220;Manage Invoices&#8221;<\/strong> for a sales invoice, or <strong>&#8220;Purchases&#8221;<\/strong> \u2192 <strong>&#8220;Purchase Orders&#8221;<\/strong> for a purchase order.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Click the AI upload option at the top of the list \u2014 your AIC balance is displayed on the screen.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Upload the scanned document and start processing.<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140693 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-130938-1.png\" alt=\"\" width=\"1369\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-130938-1.png 1369w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-130938-1-300x139.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-130938-1-1024x473.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-130938-1-768x355.png 768w\" sizes=\"auto, (max-width: 1369px) 100vw, 1369px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140696 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-133552.png\" alt=\"\" width=\"1365\" height=\"627\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-133552.png 1365w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-133552-300x138.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-133552-1024x470.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-133552-768x353.png 768w\" sizes=\"auto, (max-width: 1365px) 100vw, 1365px\" \/><\/p>\n<blockquote>\n<blockquote class=\"ml-2 border-l-4 border-[hsl(var(--border-300)\/0.1)] pl-4 text-text-300\">\n<p class=\"font-claude-response-body break-words whitespace-normal\">The system allows up to 5 active processing sessions per document type independently \u2014 sessions for sales invoices do not count toward sales order sessions. If the limit is reached, complete or close one of the open sessions first.<\/p>\n<\/blockquote>\n<\/blockquote>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;Step 2: Extraction and Matching&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1784543897416{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<p class=\"font-claude-response-body break-words whitespace-normal\">The AI extracts the document&#8217;s data and matches it against your account data:<\/p>\n<ul class=\"[li_&amp;]:mb-0 [li_&amp;]:mt-1 [li_&amp;]:gap-1 [&amp;:not(:last-child)_ul]:pb-1 [&amp;:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3\">\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\"><strong>Items:<\/strong> Each item is matched against your registered products and services.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140699 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134132.png\" alt=\"\" width=\"1365\" height=\"630\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134132.png 1365w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134132-300x138.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134132-1024x473.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134132-768x354.png 768w\" sizes=\"auto, (max-width: 1365px) 100vw, 1365px\" \/><\/p>\n<ul>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\"><strong>Client or Supplier:<\/strong> The party name is matched against client records (sales documents) or supplier records (purchases documents).<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140702 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134523.png\" alt=\"\" width=\"1365\" height=\"630\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134523.png 1365w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134523-300x138.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134523-1024x473.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-134523-768x354.png 768w\" sizes=\"auto, (max-width: 1365px) 100vw, 1365px\" \/><\/p>\n<ul>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\"><strong>Taxes:<\/strong> Applied taxes are detected and matched against your account&#8217;s taxes.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140705 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135205.png\" alt=\"\" width=\"1367\" height=\"628\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135205.png 1367w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135205-300x138.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135205-1024x470.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135205-768x353.png 768w\" sizes=\"auto, (max-width: 1367px) 100vw, 1367px\" \/><\/p>\n<p class=\"font-claude-response-body break-words whitespace-normal\">When needed, you can intervene manually without leaving the screen:<\/p>\n<ul class=\"[li_&amp;]:mb-0 [li_&amp;]:mt-1 [li_&amp;]:gap-1 [&amp;:not(:last-child)_ul]:pb-1 [&amp;:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3\">\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Select the client or supplier manually if the AI did not recognize them or matched them incorrectly.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Add a new product manually if the document contains an item not registered in your account.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Adjust the matched tax for any line item.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;Step 3: Reviewing the Pre-filled Form and Saving<br \/>\n&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1784544870478{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<p class=\"font-claude-response-body break-words whitespace-normal\">The system takes you to the transaction form pre-filled with the extracted data. Review all fields, edit as needed, complete any fields left for manual entry, then click <strong>&#8220;Save&#8221;<\/strong> \u2014 the transaction is created like any regular transaction in the system, subject to the same numbering rules, accounting entries, taxes, and reports.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140707 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135802.png\" alt=\"\" width=\"1365\" height=\"634\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135802.png 1365w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135802-300x139.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135802-1024x476.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-135802-768x357.png 768w\" sizes=\"auto, (max-width: 1365px) 100vw, 1365px\" \/><\/p>\n<blockquote class=\"ml-2 border-l-4 border-[hsl(var(--border-300)\/0.1)] pl-4 text-text-300\">\n<p class=\"font-claude-response-body break-words whitespace-normal\">Saving only happens after your review and approval \u2014 the AI pre-fills, but the final decision is yours. Always review the client match, line items, and values before saving.<\/p>\n<\/blockquote>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;What Does the AI Fill In for Each Document Type?<br \/>\n&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1784545179565{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<p class=\"font-claude-response-body break-words whitespace-normal\">For all types, the AI attempts to fill in: the client or supplier, the complete line items table (item, description, unit price, quantity, discount, tax 1 and tax 2), and the discount percentage. Additional fields differ by type:<\/p>\n<ul>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Sales Invoice:<\/strong> Detects invoice number, invoice date, issue date, payment terms, cost center at both invoice and line level, and custom fields. Intentionally left for manual entry: loyalty points, and the &#8220;<strong>Already Paid<\/strong>&#8221; and &#8220;<strong>Advance Payments<\/strong>&#8221; sections.<\/li>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Sales Order:<\/strong> Same scope as the sales invoice with the sales order form.<\/li>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Estimate:<\/strong> Detects the estimate number and date \u2014 the form does not include an &#8220;<strong>Already Paid<\/strong>&#8221; section. The &#8220;<strong>Apply Offers to Estimates<\/strong>&#8221; setting applies automatically to AI-created estimates the same way it does for manually created ones.<\/li>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Credit Note:<\/strong> Detects the credit note date, issue date, cost center at the line level, and custom fields. The note is standalone \u2014 not linked to the original invoice.<\/li>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Purchase Order and Purchase Quotation:<\/strong> Detects the date, the &#8220;<strong>Valid Until (days)<\/strong>&#8221; field, and account-defined custom fields \u2014 neither form includes a cost center or payment sections.<\/li>\n<li class=\"font-claude-response-body break-words whitespace-normal\"><strong>Debit Note:<\/strong> Detects the debit note date, cost center at both header and line level, and custom fields \u2014 does not include a &#8220;<strong>Valid Until<\/strong>&#8221; field.<\/li>\n<\/ul>\n<blockquote class=\"ml-2 border-l-4 border-[hsl(var(--border-300)\/0.1)] pl-4 text-text-300\">\n<p class=\"font-claude-response-body break-words whitespace-normal\">Undetected custom fields are left empty without error messages \u2014 complete them manually if required. Inline ad-hoc custom fields (added via the \u2795 button inside purchase forms) are excluded from AI pre-fill because their labels vary freely from one document to another.<\/p>\n<\/blockquote>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;AI Coins and Consumption Tracking&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1784545274872{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<ul>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">AI Coins are deducted upon processing completion, at the same deduction rate for all document types.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">To track consumption: from the <strong>&#8220;Reports&#8221;<\/strong> menu click <strong>&#8220;AI Coins Consumption Report&#8221;<\/strong> \u2014 it displays all consumption entries categorized by document type.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Transactions created with AI appear with a distinctive indicator in their type&#8217;s list after saving.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-140711 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-140444.png\" alt=\"\" width=\"1366\" height=\"633\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-140444.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-140444-300x139.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-140444-1024x475.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/07\/Screenshot-2026-07-20-140444-768x356.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<blockquote>\n<p class=\"text-text-100 mt-2 -mb-1 text-base font-bold\"><strong>Important Notes<\/strong><\/p>\n<ul class=\"[li_&amp;]:mb-0 [li_&amp;]:mt-1 [li_&amp;]:gap-1 [&amp;:not(:last-child)_ul]:pb-1 [&amp;:not(:last-child)_ol]:pb-1 list-disc flex flex-col gap-1 pl-8 mb-3\">\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Extraction accuracy depends on the quality and clarity of the scanned document \u2014 upload clear, high-quality documents.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">The resulting transaction is your final responsibility \u2014 review the full form before saving, especially the client match and line items.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Payment fields (Already Paid, Advance Payments) and Loyalty Points are never filled by AI \u2014 enter them yourself after review.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">Check your AIC balance before starting processing \u2014 the deduction occurs upon completion.<\/li>\n<\/ul>\n<\/blockquote>\n<p>[\/vc_message][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":17,"template":"","categories":[2155,2151,2195,2189,2154,2196,8087,2153],"tags":[],"class_list":["post-140687","user_manual","type-user_manual","status-publish","hentry","category-sales-invoice","category-invoices-operations","category-purchase-quotations","category-purchase-orders","category-estimates","category-purchase-invoices","category-sales-order","category-refund-receipts-credit-notes"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>A Complete Guide to AI Document Upload - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/user_manual\/\u062f\u0644\u064a\u0644-\u0634\u0627\u0645\u0644-\u0644\u0631\u0641\u0639-\u0627\u0644\u0645\u0644\u0641\u0627\u062a-\u0628\u0627\u0644\u0630\u0643\u0627\u0621-\u0627\u0644\u0627\u0635\u0637\u0646\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"A Complete Guide to AI Document Upload - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"[vc_row][vc_column][vc_column_text]Instead of entering your invoice and document data manually field by field, the system allows you to upload a scanned document and let the AI extract its data \u2014 items, quantities, prices, client or supplier, taxes, and dates \u2014 then pre-fill the entire transaction form for you to review and save in minutes. 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