Octopodi: Receipts

Automate receipts from anywhere into SquidWeb.

Octopodi can process supplier invoices, till receipts, fuel receipts, utility bills and other receipt documents and turn them into draft receipts in SquidWeb.

Documents can reach Octopodi from several entry points, including the Receipts list, email attachments, existing SquidWeb documents, the Octopodi chat and watched folders.

Instead of entering receipt information manually, Octopodi reads the document, extracts the relevant information and creates a draft receipt for review.

Multiple ways to process receipts

You can send receipt documents to Octopodi from different places in SquidWeb, depending on where the document is already stored.

From document to draft receipt

Whichever entry point you use, the document follows the same basic processing workflow.

Queued

The document is sent to Octopodi for processing and enters the processing queue.

Notification

When processing is complete, SquidWeb displays a notification in the notification bell.

Depending on the result, the notification can indicate:

• Receipt created
• Receipt created · needs review
• No receipt created
• Failed

Verifying

When Octopodi successfully creates a receipt, the result is created as a draft in Verifying.

Review

Open the draft receipt and compare the extracted information with the original document.

Depending on the document, this can include:

• Supplier information
• Receipt or invoice number
• Dates
• Currency
• Net, VAT and gross totals
• VAT information
• Receipt type
• Accounts
• Line items

Approve or reject

After reviewing the draft, the user can Approve the receipt when the information is correct or Reject it when the draft should not be accepted.

This keeps a human review step in the receipt workflow.

What Octopodi extracts

Octopodi reads the document and proposes the information needed to create the receipt.

Depending on the document, extracted information can include:

• Supplier
• VAT ID
• IBAN
• Invoice or receipt number
• Dates
• Currency
• Payment method
• Net, VAT and gross totals
• VAT breakdown
• Receipt line items
• Discounts

Octopodi can also match the supplier against existing SquidWeb contacts and propose information such as the receipt type, ledger account and tax type.

Receipt checks

Octopodi performs checks while processing the document to help identify information that may require attention.

These checks can include:

• Line totals compared with the printed totals
• VAT amounts compared with the stated VAT rate
• Plausibility of dates
• VAT ID and IBAN compared with the matched contact
• Checks for possible duplicate receipts

When something requires attention, Octopodi can add a review hint to the draft’s internal comment.

Supplier memory

Octopodi can learn from receipts that have been approved.

For a supplier, this can include:

• Supplier name as printed on the document
• Supplier mark
• Receipt type
• Ledger account
• Whether the supplier uses gross or net line amounts

This information can be used to pre-fill suggestions when another document from the same supplier is processed.

Automatic processing with watched folders

For recurring receipt processing, Octopodi can monitor a configured folder and process new receipt documents automatically.

Supported folder sources include:

• Nextcloud / ownCloud
• SFTP
• S3
• Google Drive

When a PDF or image is added to a watched folder, Octopodi can process it automatically and create a draft receipt.

Octopodi Receipts use cases

The following tutorials show specific ways to use Octopodi Receipts in SquidWeb.

One skill, multiple entry points

Whether a receipt starts in the Receipts list, an email, an existing document, the Octopodi chat or a watched folder, Octopodi brings it into the same review workflow.

This reduces repetitive data entry while keeping users in control of the final receipt.