Receipts (OCR)

The Receipts flow turns photos and PDFs into ledger entries with minimal typing. Upload, Kiravy AI extracts vendor / date / total / SST / line items, you review the highlighted fields, save — it lands as a transaction with the receipt photo attached for audit.

Open it from any client → Receipts.

When to use it

• Bills, invoices, and till receipts that aren't already in SQL Account
• Expense claims from staff who hand you paper or phone photos
• Anything where retyping the data is slower than reviewing AI output

If your client's books are entirely in SQL Account and synced cleanly, you'll mostly use the AR/AP tabs instead. Receipts is for things outside the accounting software.

Uploading

On desktop

1. Drag a file into the drop zone, or click Choose file
2. Supported: PNG, JPEG, HEIC, HEIF, PDF
3. Max 10 MB per file

On mobile

1. Tap 📷 Take photo — opens the device camera straight away (good for the firm staffer who just got handed a receipt)
2. Or tap Pick from library for a file already on the phone

What happens after upload

You don't have to wait on the upload screen — the list page updates automatically as receipts move from Pending to Reviewing.

What Kiravy AI extracts

The AI returns these fields with a per-field confidence score (0 to 1):

• Vendor / merchant name
• Transaction date (ISO YYYY-MM-DD)
• Total (gross)
• Tax / SST
• Currency (MYR / USD / SGD detected)
• Payment method (e.g. Cash, Card)
• Line items — product name, quantity, unit price, line total

The review screen

Click any Reviewing receipt → side-by-side view:

Fields with confidence below 70% are surrounded by an amber ring and called out in a banner at the top: "Please double-check the highlighted fields."

Before you can save, you have to either touch each amber field (to confirm or correct it) or click Looks correct — Kiravy refuses to save while there are unconfirmed low-confidence fields. This isn't friction for friction's sake — it's the difference between "AI guessed and you trusted it blindly" and "AI guessed and you signed off".

Side actions

• Re-extract — runs the OCR again. Useful if you cropped/rotated the image before re-uploading, or if a model improvement landed since the first try. Counts as 1 AI usage unit.
• Discard — soft-delete; see Discarding below.
• Save as transaction — green button at the bottom of the form.

Saving as a transaction

Click Save as transaction:

1. Form validates (date, type, subtotal, currency required)
2. All low-confidence fields must be confirmed
3. A new transaction is created with:
   • source = 'receipt'
   • source_ref pointing back to this receipt's id
   • all the form data you signed off on
4. The receipt's status becomes Saved
5. You land on the transaction detail page

The receipt photo and the transaction stay linked — open either side, click through to see the other. The saved transaction becomes a normal entry in Kiravy and posts a balanced journal entry to the ledger like any other; nothing is pushed to an outside system.

Discarding

Sometimes the receipt isn't usable — duplicate, wrong client, blurry beyond saving. Click Discard:

1. Confirmation: "The receipt won't become a transaction. The original file is removed from view; this can't be undone from the UI."
2. Optionally add a short reason
3. Receipt status becomes Discarded (soft-delete — the row stays for audit, but it's hidden from default lists)

The list page

Receipts are grouped into three sections, in order:

1. Needs review — Reviewing and Failed receipts. This is your work queue.
2. Saved — already booked. Click a row to jump to its transaction (not the receipt review screen).
3. Discarded — rejected, low-opacity.

Each row shows a thumbnail (or PDF icon), the extracted vendor (or upload date if nothing was extracted yet), an uploader badge (Firm or Client portal — see below), file size or extracted date, the total, and a status badge.

Receipts uploaded by clients (portal)

If your client uses the Client portal, they can upload receipts themselves. Those land in the same list with an Uploader: Client portal badge so you can tell at a glance. You review them exactly the same way — the portal is just an additional way receipts arrive.

When you Discard a portal-uploaded receipt, the portal user sees a "your accountant couldn't use this one" badge with your optional reason — encourages them to re-upload a clearer photo.

Storage and privacy

• Receipt files live in a private Supabase Storage bucket, gated by RLS
• Only firm staff assigned to the client (plus the client portal user) can view them
• Image URLs are signed with a 1-hour expiry — they aren't browsable from a guess-the-URL attack
• Files stay in storage after the receipt is saved as a transaction — for audit, you need the photo to defend the entry years later
• Hard delete from storage is a service-level operation (for PDPA / GDPR cleanup) and isn't user-facing

What can fail (and what to do)

What's next

• Transactions — where saved receipts end up
• Client portal — let your clients upload directly
• Month-end close — review-queue pass over the saved transactions