Submitting documents

There are two ways to submit documents to Capture: uploading through the web interface, or forwarding them by email.

Upload via the web

From your client’s document inbox, you can upload files by dragging and dropping them onto the page, or by clicking the upload button and selecting files.

Document inbox page showing a bill that is in the process of being uploaded by the user

After uploading:

1. The file is scanned for malware
2. Once the scan passes, the document enters the processing queue
3. The AI processes the document (typically within a few minutes)
4. The document appears in your review queue

Email submission

Each client has a unique email address (set up in client configuration). Forward receipts and invoices to this address, and Capture will automatically extract and process the attachments.

How email submission works:

• Capture processes all supported file attachments from the email
• For emails without attachments, Capture will use the email contents
• The email body will be used by the AI to understand special cases, such as where the client has provided details of what the purchase was for
• Duplicate emails are automatically detected and skipped
• Each attachment becomes a separate document in Capture

Tip

Email submission is particularly useful when your clients can forward receipts directly from their inbox. Set up an email forwarding rule to automate this completely.

What happens after submission

Every document goes through the same processing pipeline:

1. Malware scan: Checked for security threats. Infected files are quarantined and won’t be processed
2. Triage: The AI classifies the document type (bill or sales invoice) and verifies it’s a genuine financial document. Documents that can’t be classified need manual classification
3. Extraction: The AI extracts structured data: supplier name, invoice number, dates, amounts, line items, tax, and currency
4. Validation: Line item amounts are checked against totals for arithmetic consistency. Mismatches are flagged for review but don’t prevent processing
5. Contact matching: The extracted supplier or customer name is matched against your existing contacts (exact match first, then fuzzy matching)
6. Ready for review: The document appears in your review queue with its extracted data

Note

If the AI detects multiple documents in a single image (for example, two receipts photographed together), the document will be flagged for manual splitting

Document statuses

Status	Meaning
Pending scan	Waiting for malware scan to complete
Queued	In the processing queue
Processing	Currently being processed by the AI
Needs review	Extraction complete, ready for you to check
Needs classification	The AI couldn’t determine the document type
Needs manual split	Multiple documents detected in one image
Reviewed	You’ve reviewed and confirmed the data
Publishing	Being sent to your accounting platform
Published	Successfully published to your accounting platform
Publish failed	Failed to publish. Check the error and retry
Quarantined	Malware detected, file has been quarantined
Discarded	Manually discarded by a user