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How to scan a receipt

Photograph a supplier's receipt and Prophitable turns it into a purchase order, lines, tax and fees included. When every line matches your items, one tap receives it into stock.

Updated Oct 29, 20262 min

Scanning receipts is part of the Growth plan.

Scan a receipt

  1. Go to Purchase Orders and click Scan Receipt.
  2. Take a photo, or drag in a photo or a PDF. For a long receipt, click Add another photo (up to 8).
  3. Click Scan Receipt. Reading it takes a few seconds.
  4. Check the lines. To leave one out, hover over it and click the X. Undo brings it back.
  5. Save it:
    • Save & Receive saves it and adds everything to stock. It's offered when the supplier and every line match, and the lines add up to the receipt.
    • Save Draft saves the purchase order to finish later, and Save & Edit opens it.
    • Save & Scan Another saves it and gets ready for the next receipt.

Photos aren't kept, only the text read from them.

How lines are matched

A line matches an item by its SKU, the supplier's product code. Prophitable looks for it in the SKU saved for this supplier on the item, as a unit or a case. A line that matches a case comes in as cases.

A line that doesn't match waits on the purchase order as a pending row:

  1. Open the purchase order.
  2. On each pending row, pick the item from the list (likely ones are at the top, under Suggested matches), or click Create New.
  3. Click Save.

The purchase order can't be received until every pending row is matched or removed.

If the store isn't one of your suppliers, saving adds it as a new supplier. Check it isn't one you already have under another name.

What you'll see

The purchase order's Expected Arrival is the receipt date. Its tax is the tax on the receipt, and any fees or discounts are listed on it. The scan doesn't add the supplier's usual Shipping Fee.

Save & Receive asks Update price? when a price has changed, just like receiving a purchase order. Prices only change if you click Update Price.