InvoicesReader

Processing Your First Invoice

Step-by-step guide to process your first invoice with Invoices Reader

Prerequisites

Before you start processing invoices, make sure you have:

  • Invoices Reader installed on your computer
  • Invoice files in PDF format or as images (JPG, PNG)
  • A folder where your invoice files are stored

Supported File Types

Invoices Reader supports the following file formats:

  • PDF documents (.pdf)
  • JPEG images (.jpg, .jpeg)
  • PNG images (.png)
  • TIFF images (.tiff, .tif)
1

Open a Folder

First, you need to open the folder containing your invoice files:

  1. Launch Invoices Reader from your desktop or Start menu

  2. Click on the Open Folder button in the toolbar or select File > Open Folder from the menu

    Folder Selection Dialog

  3. Browse to the folder containing your invoice files

  4. Click Select Folder to open it

Pro Tip

Organize your invoices in folders by month or vendor for easier management. For example, create folders like "2025-05" or "Vendor-ABC" to keep your invoices organized.

2

Select Processing Mode

Next, choose the appropriate processing mode for your invoices:

Processing Mode Dialog

Invoices Reader offers several processing modes:

Saudi einvoice QR code - fast

For Saudi electronic invoices with QR codes

Egyptian einvoice QR code - fast

For Egyptian electronic invoices with QR codes

GEMINI - fast

Uses Google Gemini AI for invoice processing (requires API key)

OLLAMA - slow

Uses local Ollama models (works offline)

To select a processing mode:

  1. Click on the Processing Mode button in the toolbar
  2. Select the appropriate mode for your invoices
  3. Click Apply to activate the selected mode

Which Mode Should I Choose?

  • QR Code modes: Best for standard electronic invoices with QR codes
  • GEMINI: Best for complex invoices or those without QR codes (requires internet)
  • OLLAMA: Good for offline processing, but slower than other methods
3

Process the Invoice

Now it's time to process your first invoice:

Processing Invoice

  1. Navigate to the invoice you want to process using the arrow buttons or keyboard shortcuts

  2. F5 or click the Process button to start processing" data-ar="اضغط على F5 أو انقر على زر معالجة لبدء المعالجة">F5 or click the Process button to start processing" data-ar="اضغط على F5 أو انقر على زر معالجة لبدء المعالجة">Press F5 or click the Process button to start processing

  3. Wait for the processing to complete - you'll see a progress bar during this time

Processing Time

Processing time varies depending on the selected mode:

  • QR Code modes: Usually 1-3 seconds per invoice
  • GEMINI: Typically 3-5 seconds per invoice
  • OLLAMA: May take 10-30 seconds per invoice
4

Review Extracted Data

After processing, Invoices Reader will display the extracted data in the information panel:

Invoice Details

Important steps for reviewing data:

  1. Carefully review all extracted fields for accuracy
  2. Correct any errors by editing the fields directly
  3. Pay special attention to dates, amounts, and tax information
  4. Check that the vendor information is correct

Important

While Invoices Reader is highly accurate, always verify the extracted data against the original invoice, especially for critical fields like amounts and tax information.

5

Save the Data

Once you've reviewed and corrected the data, it's time to save it:

  1. Ctrl + S or select File > Save from the menu" data-ar="اضغط على Ctrl + S أو حدد ملف > حفظ من القائمة">Ctrl + S or select File > Save from the menu" data-ar="اضغط على Ctrl + S أو حدد ملف > حفظ من القائمة">Press Ctrl + S or select File > Save from the menu

  2. The data will be saved to the internal database

  3. You'll see a confirmation message when the data is successfully saved

Success!

You've successfully processed and saved your first invoice! You can now:

  • Continue processing more invoices in the batch
  • Export the data to Excel or other formats
  • View your processed invoices in the database

Tips for Better Results

Use High-Quality Scans

For scanned invoices, use a resolution of at least 300 DPI for best results. Ensure the scan is clear and all text is legible.

Choose the Right Processing Mode

Select the processing mode that matches your invoice type. For non-standard invoices, AI-based modes (GEMINI or OLLAMA) typically provide better results.

Batch Similar Invoices

Process similar invoices (same vendor or format) together using the same processing mode for more consistent results.

Regular Database Backups

Regularly export your invoice database to Excel as a backup. This ensures you don't lose any processed data.

Next Steps

Now that you know how to process individual invoices, you might want to explore:

Batch Processing

Process multiple invoices efficiently

Database Management

Learn to manage your invoice database