In short
Qaid accepts receipts as JPG, PNG, HEIC, WebP or PDF (up to 25 MB), extracts vendor, date, currency, net, VAT and total, flags likely duplicates, and creates a draft expense you approve — the original file stays attached to the entry.
How receipt scanning works in Qaid
- 1UploadDrag a file into the chat, use the upload button, or email it to your inbox address. Phone photos straight from the camera roll work, including HEIC.
- 2ExtractionQaid reads the document and extracts the vendor, date, currency, line totals, VAT and grand total. Each extraction carries a confidence score; low-confidence fields are highlighted for you to confirm.
- 3DraftThe extracted data becomes a draft expense against the matching vendor and account. Foreign-currency receipts are converted to your base currency.
- 4ApproveYou check the draft and approve it. The file is stored privately and linked to the posted transaction.
Built-in checks
- Duplicate detection compares new uploads with existing documents and transactions before a draft is created.
- Vendor matching reuses the account you chose last time for the same vendor.
- Totals are validated so VAT and net add up to the grand total.
Supported files
| Type | Formats | Limit |
|---|---|---|
| Images | JPG, PNG, WebP, HEIC/HEIF, AVIF, GIF, SVG | 25 MB per file |
| Documents | 25 MB per file | |
| Spreadsheets | CSV, XLS, XLSX, Numbers (for statements and bulk imports) | 25 MB per file |
Receipts vs invoices vs statements
Receipts and supplier bills become expense drafts (see invoice processing). Bank or card statements go through a separate statement import and reconciliation flow that matches rows to entries you already have.
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