Document AI
Document AI, inside the AI Workspace, reads a scanned bill into a draft purchase bill, the same job as Photo Invoice.
Why and when you use it
If you work mostly inside the AI Workspace, Document AI is where you hand a scanned supplier bill to the AI. It does what Photo Invoice does: reads the bill into a draft purchase bill for you to check. The same rule applies: nothing reaches your books until you review and save. Purchase clerks and accountants use it.
Before you start
- Supplier and products already added (Suppliers, Inventory)
- A clear scan or photo of the bill
- Bill scans left on Plan & Usage
Step by step
- Open Document AIIn the left sidebar, find Document AI with the other AI Workspace tools and open it. If the screen is locked or empty, check AI Workspace to see whether an AI provider is configured.
- Add the scanned billUpload the scan or photo of the supplier's bill.
- Review what was readCheck supplier, bill number, date, items, quantities, rates and tax against the paper bill.
- Correct and confirmFix any misread values, then confirm so the draft purchase bill is created.
- Save on PurchasesOpen the draft on Purchases, compare the total with the supplier's bill amount and press Save Purchase Bill.
- Handle failuresIf a scan does not finish, use Stuck bills (all); if many fail, check OCR health.
Worked example
The accountant at Sharma Traders has a PDF scan of Hindustan Foods Pvt Ltd bill HF/2026/4835 dated 14 Nov 2026 for 60 bags of Chakki Atta 10 kg at ₹380 (5% GST, IGST).
- Open Document AI and upload the scan.
- Check: 60 × ₹380 = ₹22,800 taxable, IGST ₹1,140, total ₹23,940.
- The date was read as 11 Nov 2026; correct it to 14 Nov 2026.
- Confirm to create the draft purchase bill.
- Open Purchases, check the total and press Save Purchase Bill.
Result: Stock of Chakki Atta 10 kg rises by 60 bags, ₹23,940 is added to the amount owed to Hindustan Foods Pvt Ltd, and ₹1,140 IGST input is recorded for November 2026.
💡 Tips
- Use either Document AI or Photo Invoice for a bill, not both, to avoid duplicates.
- Bill dates matter for GST periods; always check the date.
⚠️ Common mistakes
- Scanning the same bill in both Document AI and Photo Invoice. Fix: search Purchases for the supplier bill number first.
सवाल
Is Document AI different from Photo Invoice?
Both read a bill into a draft purchase bill. Photo Invoice sits under Stockivio ERP; Document AI sits with the AI Workspace tools. Use whichever you prefer, and follow the same review steps.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Document AI from the AI Workspace tools.
- Scene 2: Upload the PDF scan.
- Scene 3: Correct the misread date.
- Scene 4: Confirm into a draft.
- Scene 5: Save Purchase Bill on Purchases.