The repeatable work.
Read invoice and receipt details.
Bring possible duplicates into view.
Keep the source and history close.
INVOICE & RECEIPT AUTOMATION FOR FINANCE TEAMS
Finance has bigger
things to do.
Get supplier paperwork out of the way.
Keep the review in your hands.
For teams using QuickBooks Online No change to who makes the decisions
MORE ROOM FOR THE WORK THAT NEEDS YOUTHE SIMPLE IDEAOne original. One review.
One clear next step.
One clear next step.
START WITH WHAT NEEDS YOU
Your next step.
Not your next search.
Three sample documents. Check one amount, hold a possible repeat, and see the list get clearer as you go.
R
SAMPLE FINANCE WORKSPACE
INTERACTIVE EXAMPLERedwood Works
3need a look
0ready to send
0on hold
0 records sentOriginals stay with them
SUPPLIER / DOCUMENTAMOUNTWHERE IT STANDSNEXT STEP
THE RULE IS SIMPLE
Only approved records move forward.
Anything on hold stays here.
Try the first invoice: compare $684.70 with the $684.20 original.Fictional data · No files or accounting data are sent
ONE WORKFLOW. DIFFERENT HANDS.
A better handoff
for everyone involved.
Whether you enter the bill, check the details, or answer a question later, the source should never be far away.
Lose the back-and-forth.
WHAT CHANGES FOR YOU
Ways your team can use the workflow—not automated approval roles.Start with details. Not a blank form.
Bring in invoices and receipts, compare the prepared fields with the original, and fix what needs a second look.
Your next step: review the document.
Explore document captureFOR THE QUESTION THAT ALWAYS COMES BACK
“Where’s the invoice?”
Right with the entry.
Keep the source PDF or image attached to its QuickBooks record. So the next question starts with the evidence, not an inbox search.
See how the handoff works
QUICKBOOKS ONLINERedwood Works · Example record
SUPPLIER BILL
$684.20Northline Paper Co.
N-2048PDF
northline-invoice.pdfThe original, kept with the record.
AttachedRecord created Original attached
Illustration only. Check transaction and attachment status separately.A CLEAR DIVISION OF WORK
We prepare it.
Your team calls it.
Make document work easier without handing over the decisions that matter.
The considered decisions.
Check the source and accounting details.
Resolve anything that needs a closer look.
Approve what is ready for the books.
BEFOREYour invoices & receipts
SCANNERPILOTPrepare. Review. Approve.
AFTER YOUR APPROVALQuickBooks Online
A document-to-books workflow—not a supplier payment, purchase-order matching, or complete month-end close system.
START SMALL. GET A REAL ANSWER.
Try the next supplier batch.
Not a whole new way of working.
Choose one business. Review a handful of familiar documents. Confirm the record and original arrived together.
A practical starting point. No email form.
How does ScannerPilot help an in-house finance team?
It brings supplier invoices and receipts into a review queue, prepares the details, and highlights possible duplicates. Your team checks the original, approves the accounting information, and sends the approved record to QuickBooks Online.
Can we review documents before they reach QuickBooks?
Yes. Review the original beside the prepared details and confirm the intended business and accounting treatment before approval. In this example, approving and sending are separate actions.
What happens when an invoice might be a duplicate?
Compare it with the earlier document or record. Hold anything uncertain instead of sending it again. A possible match is a reason to check—not an instruction to delete a transaction.
Will the original document stay with the entry?
ScannerPilot supports attaching the source PDF or image to the QuickBooks transaction. Check the record and attachment outcomes separately, because the file can need its own retry.
Is this a payment or purchase-order system?
This page focuses on invoice and receipt preparation, review, and QuickBooks record creation. Paying suppliers, matching purchase orders, and other finance processes are separate from the workflow demonstrated here.
Make room for
your next good decision.
Start with the documents. Keep control of what happens next.