Sales OCR

Uploads invoice scans and PDFs, extracts every field and line item in the background, and lets you review, correct and save each one into Sales — one at a time, or in bulk once Quillix is confident enough.

Scan a batch of invoices

1. Pick Small (up to 10 files, for a quick one-off) or Bulk (up to 500, for a month-end batch) before adding files.
2. Drag files onto the dropzone, or click to browse — JPG, PNG or PDF, up to 15 MB each.
3. Click the × on any thumbnail to drop a single file, or Clear to remove everything and start over.
4. Click Start OCR →. Review begins on the first file as soon as it is done, so you never wait for the whole batch.

Check on a running job

1. Watch each file's status while the job runs — queued, extracting, done, or failed.
2. Click ↻ Retry on a failed or empty row to re-run OCR on just that file.
3. Click Start over mid-job to abandon it. Once every invoice is reviewed, the same action reads Start new job.
4. Click History for your last 50 jobs — Resume → one still processing, or Open → a finished one.

Low confidence — verify every field

Each invoice gets an overall confidence of High, Medium or Low, and the specific fields the model is unsure about are tinted.

1. Treat every amber or red field as a checklist item against the source document.
2. A purple Vendor profile chip explains any auto-applied correction — tax-inclusive amounts, a default GST rate, or an HSN/SL swap — learned from this vendor's past invoices.
3. Use 🔍 Magnifier for a 2.5× lens that follows your cursor over the preview, plus zoom, rotate and page controls for multi-page PDFs.

Two things that block a save

Wrong supplier

The invoice's letterhead does not match the store you are working in — it catches an invoice uploaded into the wrong client's queue. Compare Bill says against Current store, and only then click I've verified — save anyway. Clicking again (now reading Bypass active — click to revoke) undoes the override.

Duplicate invoice

The invoice number already exists in this store's Sales History. Change it to a unique value to unblock Save, or Skip if this scan is a re-submission of an already-saved invoice.

Working through the queue

1. Skip → moves past the current invoice without saving. Click the ▾ beside it to record a reason — Not an invoice, Duplicate, Unreadable, Blank page, Wrong customer, or Other. Skipped invoices do not count as reviewed and will not resurface in this job.
2. Approve → saves every remaining invoice that Quillix has already validated as high-confidence, duplicate-free and warning-free. It needs at least 2 such invoices before it appears.
3. ↶ Undo reverts what you just saved — including any customer or stock records it auto-created — within a 5-second window, and puts the invoice back in the queue.

Fix and save an invoice

1. Correct any header field directly. Invoice Number, Invoice Date and Customer Name are required before you can save.
2. Edit the line-item table directly — description, HSN/SAC, quantity, rate, amount, per-line discount and GST%. Use Add line for one the model missed, and Apply GST% to all to set every line to one slab in a single click.
3. Check the live totals against the invoice's own printed grand total, adjusting Bill Discount or Round Off if needed. A ✓ — or an amber warning — shows whether your edits reconcile.
4. Tick Save rate as the stock-master default only if this invoice's per-unit rate should become that item's new default. It is off by default.
5. Click Save invoice — it reads Save & next → whenever more invoices remain.

Last updated 5 Aug 2026