Treat the extracted bill as a draft. Check the original image, supplier and document identity, line quantities, units and totals before approving an entry.
A clear photo saves a second round of work
Place the bill flat and include the full page. Check that the corners, invoice number and line totals are visible. If there are several pages, keep them together. A blurred unit or a missing discount line can change the entry even when most of the text looks right.
Ask the tool to flag unreadable fields. It should not silently replace an unclear quantity with a plausible one. Optical character recognition produces text from an image; deciding whether that text belongs in your purchase records is another step.
Check identity before amounts
Confirm the supplier account and invoice reference against the document. Search for an existing entry with the same supplier and invoice number, then check the document date and financial year before calling it a duplicate. If the supplier has sent a clearer copy of an earlier bill, that is not a second purchase.
| Field | Check against | Common exception to resolve |
|---|---|---|
| Supplier | Original bill and supplier master | Similar name, wrong account |
| Invoice number/date | Original document | Duplicate or ambiguous date |
| Item and unit | Purchase order and receipt, where available | Boxes read as pieces |
| Quantity | Bill and goods received | Short delivery or partial receipt |
| Charges and totals | Every page of the bill | Missed discount, freight or tax field |
Review a fictional line calculation
A sample bill lists 12 boxes, each holding 10 pieces, at ₹500 per box. The line amount is ₹6,000, not ₹60,000. If the stock record is kept in pieces, the received quantity is 120 pieces and the equivalent price before other charges is ₹50 per piece.
Now suppose only 11 boxes arrived. The bill still says 12. Record the receipt difference and ask the responsible person to resolve it. Do not quietly change the supplier's bill image or treat the missing box as received to make the entry convenient.
This example excludes tax and other charges to make the unit issue visible. In an actual bill, retain the document's tax fields for review by the person responsible for your accounts. Reading a printed tax rate does not establish its correctness or input-credit eligibility.
Separate extraction, checking and posting
Use three visible states: captured, checked and posted. Keep the source image attached to the draft and record who approved it. When a post fails, check whether an entry was created before trying again. Repeatedly pressing submit can create a duplicate in a poorly controlled workflow.
ERPNext's purchase-invoice documentation provides an example of a purchase document linked to the buying process. It is a reference for document workflow, not proof of a Dhandha GPT posting integration.
What to ask on your phone
“Is bill ka draft banao. Jo field clear nahi hai, usko mark karo.” Follow with a review of the draft beside the photo. Dhandha GPT's wider demonstration explores photo-to-entry workflows; the current Empire offering is read-only. Confirm action availability for your setup before expecting an entry to be posted.
Questions you might ask
Should a photo of an invoice be posted automatically?
Use it to prepare a draft, then verify the document, supplier, units, quantities and totals before approval. Confirm whether your tool supports posting at all.
What if the bill quantity differs from the goods received?
Keep the original bill quantity and receipt evidence visible, record the difference and resolve it with the responsible person before treating the goods as received.