Escanner OCR

Clara Customer Experience

May 26, 2025 19:49

Use Artificial Intelligence to scan and validate the evidence of your transactions.

At Clara, we work to ensure your company has access to the highest technology to improve your expense review processes, making them as efficient and secure as possible.

That’s why we created the "Scanner" functionality, which uses Artificial Intelligence to identify and validate that the files linked to your transactions are correct, saving you hours of manual reviews.

Note: This is a new tool, so the AI may have some inconsistencies in these processes. It is important to verify the extracted data.

What is the Scanner?

An Artificial Intelligence tool that analyzes all the documents you upload to your transactions and:

Identifies whether each document is a PDF invoice, a receipt, or another type of document
Extracts the most important information from the document (Name and Tax ID of the issuer, tip, VAT, list of purchased items, etc.)
Compares the date and amount extracted from the document with the transaction, and confirms whether the document matches
Includes the extracted information in the downloadable CSV

All with the purpose of making your audit and evidence review processes easier, thanks to AI.

How does it work?

Just upload your documents as you’ve always done, and we’ll take care of the rest.

Go to the “Movements” section
Select the transaction you want to upload evidence to
Find the “Files” section
Upload your document in PDF or PNG format

Immediately, the document will be processed, scanned, and validated by Clara, and you’ll see the document type, extracted data, and verification result directly in that section.

What are the differences between document types?

Any file you upload to a transaction will be identified as one of the following three document types:

XML Invoice: XML file that indicates the sale of a good or service. It’s generally the document accepted by tax authorities to deduct an expense.
Note: Only XML files can be classified as this type of document.
PDF Invoice: Printed representation of a legal document indicating the sale of a good or service. It’s generally the document accepted by tax authorities to deduct an expense.
Receipt: Printed representation of the transaction, which generally has no fiscal validity and may contain limited information.
Other Document: Any other type of document that is not an invoice or receipt.

Our scanner will analyze the document you uploaded and try to identify the correct document type. It's important to remember that you can only have one document identified as an invoice and one as a receipt at a time. All other documents will be identified as “Other Documents”.

Note: For the AI to work properly, it’s important to ensure that the photos or files uploaded are of the best possible quality. Make sure files are not blurry and are well-lit.

Can I change the document type of an already uploaded file?

If the document was not correctly identified, you can change the document type anytime.

Select the transaction containing the document you want to modify
Find the files section
Click the button that shows the document type (Invoice, Receipt, or Other)
A dropdown menu will appear where you can select the document type you want
Select the new document type you wish to assign

Can I have more than one receipt or invoice per transaction?

You can add as many documents as you want to a transaction. However, you can only have one document identified as an invoice and one as a receipt per transaction. This allows us to ensure that the information in your downloadable CSV corresponds to the correct document.

You can keep adding as many documents as you want, but if there are duplicate documents (e.g., two invoices at the same time), only one will be identified as “Invoice” on the platform.

How can I review the extracted information from the document?

To review all the information extracted from the document, follow these steps:

Select the transaction containing the document you want to modify
Find the files section
Click the button with three dots (...)
Select “View details” from the dropdown menu

How can I edit the extracted information?

If the AI didn’t identify the information in the document, some fields may be left empty. If you want to fill them in manually, follow these steps:

Select the transaction containing the document you want to modify
Find the files section
Click the button with three dots (...)
Select “View details” from the dropdown menu
Scroll to the bottom of the side panel and click Edit
Make the changes you see necessary
When you finish, click “Save and verify”
Done! The information will be saved in the document

How do I verify that the document matches the transaction?

When you upload an invoice or receipt, the AI will compare the amount and date extracted from the document with the transaction and show a verification if they match.

Go to the “Movements” section
Select the transaction you want to upload evidence to
Find the “Files” section
Upload your file and it will begin processing
Once the file is processed, you’ll see the amount and date of the document appear below its name, along with a checkmark or cross depending on the verification result
Lastly, you’ll see the document verification result at the bottom. If the document matches, it will show a message that says “Auto-verified.” If not, it will show a message that says “Not verified.”
If a document is not verified, the icon in the table will show a red dot until it is verified

Can I change the verification manually?

If there’s a case where the document doesn’t match the transaction (e.g., the invoice was issued on a different date than the payment), any user can manually verify a document.

Follow these steps:

Select the transaction containing the document you want to manually verify
Find the files section
Click the button with three dots (...)
Select “View details” from the dropdown menu
Scroll to the bottom of the side panel and click Edit
If you want, you can edit or change any information you want
Click “Save and verify”
The document will now be verified by you and will display a note that says “Manually verified”

How do I download the extracted information?

To download the extracted information from all your documents, you now have the option to download an “Enriched CSV” with all the additional transaction data we were able to extract from the attached documents.

Go to the Movements section
Click the Download button
Select the “Enriched CSV” option
You’ll see a new version of the CSV with all the information extracted from the documents attached to each transaction

Note: In the downloadable file, you’ll only see the information from the attached invoice and receipt, and invoice information will be prioritized for inclusion in the CSV. This means we’ll first extract all possible information from the invoice, and then review the receipt to add complementary information.