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Receipts
Uploading Receipts

Uploading Receipts to Akili Apps

Reading Time: 5 minutes

Overview

Learn how to upload receipt images to Akili Apps for automatic OCR processing and expense tracking. Our system supports single and batch uploads with intelligent data extraction.

What You'll Learn

  • How to upload individual receipts
  • Batch uploading multiple receipts
  • Supported file formats and size limits
  • How receipt data is extracted and organized
  • Managing uploaded receipts

Supported File Formats

Akili Apps accepts the following receipt formats:

  • Images: JPEG, JPG, PNG, GIF, HEIC
  • Documents: PDF
  • Maximum File Size: 5MB per receipt
  • Batch Upload: Up to 10 receipts (10MB total)

Uploading a Single Receipt

Step 1: Access Receipt Upload

  1. Navigate to the Dashboard or Receipts page
  2. Click the Upload Receipt button or Receipt Scanner widget
  3. Select Choose File or drag and drop your receipt image

Step 2: Upload Process

  1. Select a receipt image from your device
  2. Click Upload or Scan Receipt
  3. Wait for OCR processing (typically 3-5 seconds)
  4. Review the extracted data in the preview

Step 3: Verify Extracted Data

The system automatically extracts:

  • Vendor/Merchant Name: Where you made the purchase
  • Total Amount: Final amount paid
  • Tax Amount: HST/GST if detected
  • Date: Transaction date
  • Category: Suggested category based on merchant
  • Line Items: Individual items purchased (when available)

Step 4: Confirm or Edit

  1. Review all extracted fields for accuracy
  2. Edit any incorrect information
  3. Add notes or additional details
  4. Select the correct category if needed
  5. Click Save or Confirm to create the expense

Batch Uploading Multiple Receipts

For faster processing of multiple receipts:

Step 1: Access Batch Upload

  1. Go to Receipts page
  2. Click Batch Upload or Upload Multiple
  3. The batch upload interface will open

Step 2: Select Multiple Receipts

  1. Click Choose Files or use drag-and-drop
  2. Select up to 10 receipt images
  3. Ensure total size doesn't exceed 10MB
  4. You'll see thumbnails of selected receipts

Step 3: Upload and Process

  1. Click Upload All to start batch processing
  2. Each receipt is processed sequentially
  3. Processing status shows for each receipt:
    • Processing...: OCR in progress
    • Success: Data extracted successfully
    • Failed: Upload or OCR error

Step 4: Review Batch Results

  1. View summary of successful uploads
  2. Review any failed receipts with error messages
  3. Click on each receipt to verify extracted data
  4. Edit or confirm information for each expense
  5. Failed receipts can be re-uploaded individually

OCR Processing Details

What Happens During Upload

  1. Image Upload: Receipt stored securely in cloud storage
  2. OCR Analysis: Google Cloud Vision API scans the image
  3. Data Extraction: AI identifies merchant, amount, date, items
  4. Category Suggestion: Smart categorization based on vendor
  5. Confidence Scoring: System provides accuracy confidence level

OCR Confidence Levels

  • High (>90%): Data very accurate, minimal review needed
  • Medium (70-90%): Good accuracy, quick verification recommended
  • Low (<70%): Manual review required

Extracted Information

The OCR system attempts to extract:

  • Merchant/vendor name
  • Total amount and subtotal
  • Tax amounts (HST, GST, PST)
  • Transaction date and time
  • Payment method
  • Individual line items
  • Receipt number/transaction ID

Managing Uploaded Receipts

Finding Your Receipts

  1. Go to Receipts page to view all uploaded receipts
  2. Use filters to find specific receipts:
    • Date Range: Filter by date
    • Category: Filter by expense category
    • Vendor: Search by merchant name
    • Amount: Filter by amount range

Receipt Gallery View

  • Thumbnail View: See receipt images as thumbnails
  • List View: View as a detailed list with metadata
  • Grid View: Compact grid layout for many receipts

Editing Receipt Data

  1. Click on any receipt to open details
  2. Click Edit to modify information
  3. Update any fields as needed
  4. Save changes to update the expense

Deleting Receipts

  1. Select one or more receipts
  2. Click Delete or trash icon
  3. Confirm deletion
  4. Receipt images and associated data are removed
  5. Storage space is freed automatically

Storage Management

Storage Limits by Plan

  • Professional Plan: Unlimited storage
  • Growth Plan: Unlimited storage

Checking Storage Usage

  1. Go to Settings > Account
  2. View Storage Usage section
  3. See percentage and MB used
  4. Upgrade plan if needed for more storage

Optimizing Storage

  • Delete unnecessary receipts
  • Compress large images before uploading
  • Use PDF format for multi-page receipts
  • Regularly archive old receipts

Tips & Best Practices

For Best OCR Results

  1. Image Quality: Use clear, well-lit photos
  2. Alignment: Keep receipt flat and straight
  3. Full Receipt: Capture the entire receipt
  4. Focus: Ensure text is sharp and readable
  5. Contrast: Good contrast between paper and background

Receipt Photography Tips

  • Use natural light when possible
  • Avoid shadows across the receipt
  • Place receipt on contrasting background
  • Hold phone/camera directly above receipt
  • Ensure no glare or reflections on receipt

Organization Strategies

  1. Upload Regularly: Don't let receipts pile up
  2. Verify Immediately: Check OCR data right after upload
  3. Use Categories: Proper categorization aids tax time
  4. Add Notes: Include context or purpose of expense
  5. Tag Projects: Use notes to link to projects/clients

Batch Upload Best Practices

  • Group similar receipts together
  • Rename files descriptively before upload
  • Check each receipt briefly after batch upload
  • Re-upload failed receipts individually
  • Don't exceed size limits (better to split into batches)

Common Questions

Q: What if OCR doesn't detect information correctly?

Simply edit the extracted fields manually. OCR is a starting point; you have full control to correct any errors.

Q: Can I upload receipts from my mobile device?

Yes! The web interface is fully responsive and works great on mobile browsers. Simply navigate to akiliapps.com on your phone and upload receipts directly.

Q: How long are receipts stored?

Receipts are stored indefinitely as long as your account is active. You can delete them anytime to free storage.

Q: What happens if I exceed my storage limit?

You won't be able to upload new receipts until you delete old ones or upgrade your plan.

Q: Can I download original receipt images?

Yes, click on any receipt and select Download Original to save the image file.

Q: Does Akili support receipt forwarding via email?

Email-to-receipt functionality is planned for a future release.

Q: What languages does OCR support?

Currently optimized for English receipts from Canadian and US merchants.

Q: Can I upload receipts for past years?

Yes, upload receipts from any date. The system will use the date detected on the receipt.

Related Articles

Need Help?

If you're having trouble uploading receipts:

Akili Apps - Intelligent Expense Tracking for Canadian Businesses

Scanning ReceiptsManaging Receipts