Scan Material Invoices
Use AI-powered scanning to extract line items from supplier receipts and material invoices. Add them directly to your client invoice.
Scan Receipt
Place receipt or invoice here
Why Material Invoice Scanning Matters for Tradesmen and Contractors
For tradesmen and contractors who bill clients for materials, tracking material costs can be time-consuming and error-prone. Manually entering line items from supplier receipts and invoices takes valuable time and increases the risk of mistakes. Timewire's AI-powered scanning technology solves this problem by automatically extracting line items, quantities, prices, and descriptions from photos or PDFs of receipts and invoices.
This feature is especially valuable for contractors who purchase materials from multiple suppliers throughout a project. Instead of manually entering each item, simply scan the receipt or invoice, and Timewire extracts all the details. You can then add these items directly to your client invoices, ensuring accurate material cost tracking and professional billing.
Step-by-Step: Scanning Material Invoices
- Open the Scanner: In the Timewire app, navigate to the receipt scanning feature. This is typically found in the invoice or materials section of the app.
- Choose Your Input Method: You can either:
- Take a photo of the receipt or invoice using your phone's camera
- Select an existing photo from your photo library
- Import a PDF document if the invoice is in PDF format
- Position the Document: If taking a photo, ensure the receipt or invoice is well-lit and flat. The entire document should be visible in the frame. Good lighting and a flat surface improve scanning accuracy.
- Start Scanning: Tap the "Scan Document" button. Timewire's AI will analyze the image and extract line items, quantities, prices, and descriptions. This process typically takes a few seconds.
- Review Extracted Items: Once scanning is complete, review the extracted line items. The AI identifies:
- Item descriptions
- Quantities
- Unit prices
- Total prices
- Tax amounts (if applicable)
- Edit if Needed: You can edit any extracted information if the AI didn't capture it correctly. Tap on any line item to modify the description, quantity, or price.
- Add to Invoice: Once you've reviewed and confirmed the extracted items, tap "Add to Invoice" to include them in your client invoice. The items will be added as line items with descriptions and prices.
Supported Document Types
Timewire's AI scanning supports various document formats commonly used by tradesmen and contractors:
Photos
Take photos of receipts or invoices using your phone's camera. Works best with clear, well-lit photos of flat documents.
PDF Documents
Import PDF invoices directly from email, cloud storage, or your device. The AI extracts text and line items from PDF documents just like photos.
Existing Photos
Select photos you've already taken from your photo library. Useful if you've already photographed receipts and want to process them later.
Tips for Best Scanning Results
Good Lighting is Essential
Ensure the receipt or invoice is well-lit when taking a photo. Avoid shadows and glare, which can interfere with text recognition.
Keep Documents Flat
Place receipts on a flat surface when photographing. Wrinkled or curved documents can reduce scanning accuracy.
Capture the Entire Document
Make sure the entire receipt or invoice is visible in the frame. Cropped documents may miss important line items or totals.
Review Before Adding
Always review extracted items before adding them to invoices. While AI scanning is highly accurate, manual verification ensures correctness, especially for unusual items or handwritten notes.
How Scanned Items Appear in Invoices
When you add scanned items to an invoice, they appear as line items with:
- Item description (as extracted from the receipt)
- Quantity
- Unit price
- Total price for that line item
- Supplier name (if detected)
These items are combined with your time entries to create complete invoices that show both labor costs (from time tracking) and material costs (from scanned receipts). This gives clients a full breakdown of project expenses and helps justify your billing.
Common Questions About Invoice Scanning
How accurate is the AI scanning?
Timewire's AI scanning is highly accurate for standard receipts and invoices with clear text. Accuracy may vary for handwritten receipts, very faded documents, or unusual formats. Always review extracted items before adding them to invoices.
Can I scan multiple receipts for one invoice?
Yes, you can scan multiple receipts and add all items to the same invoice. This is useful for projects where materials were purchased from multiple suppliers. Each receipt is scanned separately, and you can add all items to your client invoice.
What if the AI doesn't extract an item correctly?
You can edit any extracted item before adding it to an invoice. Tap on the item to modify the description, quantity, or price. This ensures accuracy even if the AI didn't capture something correctly.
Do I need internet for scanning to work?
Yes, AI scanning requires an internet connection to process documents. However, once items are extracted and added to your invoice, they're saved locally and you can work offline.
Next Steps: Create Estimates & Quotes
Once you're comfortable tracking time and scanning material invoices, you can use Timewire's Quote Builder to create professional estimates and quotes. This helps you win new work by presenting polished proposals to potential clients.
For tradesmen and contractors, having a streamlined process for time tracking, material cost tracking, and quote creation creates a complete workflow from initial estimate to final invoice.
Pro Tip
Supports photos and PDF documents