{"id":143868,"date":"2026-08-26T05:43:52","date_gmt":"2026-08-26T05:43:52","guid":{"rendered":"https:\/\/docs.daftra.com\/user_manual\/%d8%af%d9%84%d9%8a%d9%84-%d8%aa%d8%b3%d8%ac%d9%8a%d9%84-%d9%85%d8%b5%d8%b1%d9%88%d9%81-%d8%a8%d9%85%d8%b3%d8%ad-%d8%b1%d9%85%d8%b2-qr-%d8%a7%d9%84%d8%ae%d8%a7%d8%b5-%d8%a8%d8%a7%d9%84%d9%81%d8%a7\/"},"modified":"2026-08-26T08:23:24","modified_gmt":"2026-08-26T08:23:24","slug":"recording-an-expense-by-scanning-the-invoice-qr-code","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/recording-an-expense-by-scanning-the-invoice-qr-code\/","title":{"rendered":"Recording an Expense by Scanning the Invoice QR Code"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text]The system allows you to record a new expense by scanning the invoice&#8217;s QR code, and the system automatically extracts the expense and supplier data from the invoice. This reduces the time spent on data entry and improves accuracy. This guide explains the scanning steps, the data the system extracts automatically, and how it handles the supplier extracted from the invoice.[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Entry points&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1787730965945{margin-left: 120px !important;}&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<ul>\n<li>Tapping <strong>Add (+)<\/strong> from the Expenses List screen, then tapping the <strong>QR scan<\/strong> icon.<\/li>\n<li>Tapping <strong>Add Expense<\/strong> from the Dashboard.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-143870 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778.png\" alt=\"\" width=\"2470\" height=\"2532\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778.png 2470w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778-293x300.png 293w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778-999x1024.png 999w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778-768x787.png 768w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778-1498x1536.png 1498w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467778-1998x2048.png 1998w\" sizes=\"auto, (max-width: 2470px) 100vw, 2470px\" \/><\/p>\n<p style=\"text-align: left;\">Then choosing to scan the invoice via QR.<br \/>\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-143873 size-large\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679-473x1024.png\" alt=\"\" width=\"473\" height=\"1024\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679-473x1024.png 473w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679-139x300.png 139w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679-768x1662.png 768w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679-710x1536.png 710w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679-946x2048.png 946w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_4679.png 1170w\" sizes=\"auto, (max-width: 473px) 100vw, 473px\" \/><\/p>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Invoice Scan Screen&#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_1787725935178{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<ul>\n<li>Guidance message shown to the user: &#8220;<strong>Scan invoice&#8217;s QR code to add expenses swiftly<\/strong>.&#8221;<\/li>\n<li>Flash icon to turn the light on\/off when scanning in a dark environment.<\/li>\n<li>A square scan frame in the center of the screen to align the camera with the invoice&#8217;s QR code.<\/li>\n<li>An arrow to proceed or skip (top-right of the screen).<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-143875 size-large\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11-473x1024.png\" alt=\"\" width=\"473\" height=\"1024\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11-473x1024.png 473w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11-139x300.png 139w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11-768x1662.png 768w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11-710x1536.png 710w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11-946x2048.png 946w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/File-11.png 1170w\" sizes=\"auto, (max-width: 473px) 100vw, 473px\" \/>[\/vc_column_text][vc_custom_heading text=&#8221;Steps to Scan an Invoice via QR&#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_1787726163941{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<ul>\n<li>Tap the QR scan icon from the &#8220;<strong>Add Expense<\/strong>&#8221; screen, or from the &#8220;<strong>Expenses<\/strong>&#8221; list screen.<\/li>\n<li>Point the device&#8217;s camera at the QR code printed on the invoice, within the scan frame.<\/li>\n<li>The system reads the code automatically and begins extracting the invoice data, without requiring any additional action from the user.<\/li>\n<li>Once extraction succeeds, the &#8220;<strong>Add Expense<\/strong>&#8221; screen opens with the supported fields filled in automatically.<\/li>\n<li>Review the extracted data and edit it if needed, then tap &#8220;<strong>Save<\/strong>&#8220;.<\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Data Automatically Extracted by the System&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1787726282042{margin-left: 120px !important;}&#8221;][vc_column_text]<\/p>\n<ul>\n<li><strong>Amount:<\/strong> automatically filled with the value extracted from the QR code, and remains editable.<\/li>\n<li><strong>Tax 1:<\/strong> automatically filled with its type, rate, and calculated amount, if this data is available on the scanned invoice.<\/li>\n<li><strong>Total with Tax:<\/strong> automatically updated based on the extracted amount and tax.<\/li>\n<li><strong>Supplier:<\/strong> automatically filled only if a matching supplier is found using the C.R \/ unified number extracted from the QR code; otherwise, it remains empty.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-143883 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1.png\" alt=\"\" width=\"2470\" height=\"2532\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1.png 2470w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1-293x300.png 293w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1-999x1024.png 999w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1-768x787.png 768w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1-1498x1536.png 1498w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2026\/08\/IMG_467900-1-1998x2048.png 1998w\" sizes=\"auto, (max-width: 2470px) 100vw, 2470px\" \/>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<p dir=\"rtl\" style=\"text-align: left;\"><strong>Notes<\/strong><\/p>\n<ul>\n<li dir=\"ltr\">The remaining screen fields (Date, Treasury, Journal Account, Category, Description, Attachments) are not affected by the scan, and remain available for manual entry as usual.<\/li>\n<li dir=\"ltr\">If the invoice is issued in Saudi Riyals and the system is unable to identify the tax value from the scanned invoice data, it takes the extracted total amount and leaves the tax field empty, rather than assuming an inaccurate value. The user can enter the tax manually after reviewing.<\/li>\n<\/ul>\n<p>[\/vc_message][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Automatic Supplier Detection&#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_1787728566833{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<p dir=\"ltr\">After extracting the supplier&#8217;s C.R (Commercial Registration number) from the QR code:<\/p>\n<ul dir=\"ltr\">\n<li>The system searches for an existing supplier using the C.R \/ unified number (as it is unique).<\/li>\n<li>If a matching supplier is found: the Supplier field is automatically filled with the matched supplier.<\/li>\n<li>If no matching supplier is found:\n<ul dir=\"ltr\">\n<li>The Supplier field remains empty.<\/li>\n<li>The extracted supplier name is not automatically created or selected.<\/li>\n<li>The user can manually select a supplier if needed.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;Handling the Supplier When No Match Is Found&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1787728654336{margin-left: 120px !important;}&#8221;][vc_column_text]<\/p>\n<p dir=\"ltr\">When an expense is created by scanning the invoice via QR, the system extracts the supplier&#8217;s information (supplier name and tax number), and checks whether the supplier already exists in the system using:<\/p>\n<ul dir=\"ltr\">\n<li>Supplier Name.<\/li>\n<li>Tax Number.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;If no matching supplier is found:&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1787728691970{margin-left: 120px !important;}&#8221;][vc_column_text]<\/p>\n<ul>\n<li>The supplier is treated as a new supplier.<\/li>\n<li>The system automatically opens a supplier spreadsheet, pre-filled with the data extracted from the QR code.<\/li>\n<li>The user can edit the supplier name, the tax number, or any additional supplier details.<\/li>\n<li>The supplier is not saved automatically; the user must explicitly tap &#8220;<strong>Save<\/strong>&#8220;.<\/li>\n<li>After saving: the supplier sheet closes, the user returns to the expense screen, and the expense remains unsaved until the user tap &#8220;<strong>Save<\/strong>&#8220;.<\/li>\n<\/ul>\n<p dir=\"ltr\"><strong>Note displayed at the top of the supplier spreadsheet:<\/strong><\/p>\n<blockquote>\n<p dir=\"ltr\">This supplier was extracted from the scanned invoice. Please review the details before saving.<\/p>\n<\/blockquote>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;System Behavior on Save&#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_1787729078053{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<ul dir=\"ltr\">\n<li>The expense is created using the data extracted via QR scan, along with any manual edits made by the user.<\/li>\n<li>The new expense appears in the Expenses List immediately after saving, along with a confirmation message: &#8220;Expense added successfully.&#8221;<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_custom_heading text=&#8221;Validation Rule&#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_1787729576888{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text]<\/p>\n<ul>\n<li>The Amount and Date must be available \u2014 whether through automatic extraction or manual edit \u2014 before the &#8220;<strong>Save<\/strong>&#8221; button is enabled.<\/li>\n<li>When an invoice is scanned via QR and no matching supplier is found, the new supplier is only saved once the user explicitly taps &#8220;<strong>Save<\/strong>&#8221; within the supplier spreadsheet.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<div data-rs-index=\"55\" data-index=\"55\" data-testid=\"transcript-row\" data-perf-row=\"assistant\" data-perf-row-from-tail=\"6\" data-perf-row-streaming=\"false\">\n<div class=\"rounded-lg focus-visible:shadow-focus focus-visible:outline-hidden\" tabindex=\"0\" role=\"article\" aria-setsize=\"62\" aria-posinset=\"56\" aria-label=\"Message 56 of 62\">\n<div data-test-render-count=\"1\">\n<div class=\"group group\/message-row\">\n<div class=\"group relative relative pb-[var(--msg-assistant-pb,0.75rem)]\" data-is-streaming=\"false\">\n<div class=\"font-claude-response relative leading-[1.65rem] [&amp;_pre&gt;div]:bg-bg-000\/50 [&amp;_pre&gt;div]:border-0.5 [&amp;_pre&gt;div]:border-border-400 [&amp;_.ignore-pre-bg&gt;div]:bg-transparent [&amp;_.standard-markdown_:is(p,blockquote,h1,h2,h3,h4,h5,h6)]:pl-[var(--msg-text-inset,0.5rem)] [&amp;_.standard-markdown_:is(p,blockquote,ul,ol,h1,h2,h3,h4,h5,h6)]:pr-8 [&amp;_.progressive-markdown_:is(p,blockquote,h1,h2,h3,h4,h5,h6)]:pl-[var(--msg-text-inset,0.5rem)] [&amp;_.progressive-markdown_:is(p,blockquote,ul,ol,h1,h2,h3,h4,h5,h6)]:pr-8\">\n<div>\n<div class=\"grid grid-rows-[auto_auto] min-w-0\">\n<div class=\"row-start-2 col-start-1 relative grid grid-rows-[auto_auto] isolate min-w-0\">\n<div class=\"row-start-1 col-start-1 relative z-[2] min-w-0\">\n<div>\n<div>\n<div class=\"standard-markdown grid-cols-1 grid [&amp;_&gt;_*]:min-w-0 gap-3 [&amp;_&gt;_*:last-child]:mb-0 print:block print:[&amp;_&gt;_:where(:not(:first-child))]:mt-3 standard-markdown\">\n<p class=\"font-claude-response-body break-words whitespace-normal\" dir=\"ltr\"><strong>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 print:block print:space-y-1\" dir=\"ltr\">\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">The supplier name extracted from a QR code is never used to automatically create or select a supplier; only the C.R number or tax number is used for matching.<\/li>\n<li class=\"font-claude-response-body whitespace-normal break-words pl-2\">The user can always edit the amount or supplier data extracted via QR before finally saving the expense.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<div data-rs-index=\"56\" data-index=\"56\" data-testid=\"transcript-row\" data-perf-row=\"human\" data-perf-row-from-tail=\"5\" data-perf-row-streaming=\"false\">\n<div class=\"rounded-lg focus-visible:shadow-focus focus-visible:outline-hidden\" tabindex=\"-1\" role=\"article\" aria-setsize=\"62\" aria-posinset=\"57\" aria-label=\"Message 57 of 62\">\n<div data-test-render-count=\"2\">\n<div class=\"contents\">\n<div class=\"mb-1 mt-[var(--msg-gap,1.5rem)] group group\/message-row\">\n<div class=\"flex flex-col items-end gap-1\">\n<div class=\"group\/message-row flex min-w-0 flex-col items-end gap-xs font-sans ms-auto max-w-[85%] cds-um-enter\" data-cds=\"UserMessage\">\n<div class=\"relative flex max-w-full min-w-0 flex-col gap-xs rounded-card px-lg py-md text-heading break-words select-text text-primary bg-neutral\">\n<div id=\"_r_2d1_\" class=\"\"><\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<p>[\/vc_message][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":23,"template":"","categories":[5202],"tags":[13666,13663,13664,13665,13667,13522,13662,13669,13668,13526],"class_list":["post-143868","user_manual","type-user_manual","status-publish","hentry","category-fast-expense-recording","tag-adding-a-new-supplier-from-the-invoice","tag-automatic-invoice-data-extraction","tag-automatic-supplier-detection","tag-commercial-registration-c-r","tag-how-do-i-scan-an-invoice-with-a-qr-code","tag-invoice-qr-code-scan","tag-recording-an-expense-via-scanning","tag-total-with-tax","tag-what-happens-if-the-supplier-is-not-found","tag-why-did-the-tax-field-appear-empty-after-scanning-the-invoice-qr-code"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Recording an Expense by Scanning the Invoice QR Code - 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\/recording-an-expense-by-scanning-the-invoice-qr-code\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Recording an Expense by Scanning the Invoice QR Code - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"[vc_row][vc_column][vc_column_text]The system allows you to record a new expense by scanning the invoice&#8217;s QR code, and the system automatically extracts the expense and supplier data from the invoice. This reduces the time spent on data entry and improves accuracy. 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