OCR Receipt Scanning
Automatically read receipt amounts using optical character recognition.
The Cash Deposit module includes an OCR (Optical Character Recognition) feature that can automatically read deposit amounts from receipt photos. This saves time during data entry and reduces the risk of manual transcription errors.
What Is OCR?
OCR stands for Optical Character Recognition. It is a technology that analyzes images of text -- such as printed receipts -- and converts the visual characters into digital data that the system can use. In the context of cash deposits, OCR reads the deposit amount from a receipt photo so you do not have to type it in manually.
How It Works
During the deposit creation process, you can use OCR to extract the deposit amount from a receipt image:
- On the deposit creation form, click the "Scan Receipt" button.
- Upload a photo of the deposit receipt, or capture one using your device camera.
- The system analyzes the image and identifies the deposit amount.
- The extracted amount is displayed along with a confidence score indicating how certain the system is about the reading.
- Review the extracted amount. If it looks correct, accept it to populate the Actual Amount field. If it does not look right, enter the amount manually instead.
OCR is a time-saving tool, not a replacement for verification. Always confirm the extracted amount matches the actual receipt before accepting it.
Understanding Confidence Scores
After scanning a receipt, the system shows a confidence score alongside the extracted amount. This score tells you how certain the OCR engine is about its reading:
| Confidence Level | Score Range | What It Means |
|---|---|---|
| Green (High) | 90% and above | The amount is very likely correct. The receipt was clear and easy to read. |
| Yellow (Medium) | 70% -- 89% | The amount is probably correct, but double-check it against the receipt. Some characters may have been ambiguous. |
| Red (Low) | Below 70% | The amount may be incorrect. The receipt was likely unclear, damaged, or partially obscured. Enter the amount manually. |
What Affects Confidence
Several factors influence how accurately OCR can read a receipt:
- Print quality -- Crisp, high-contrast printing produces better results than faded or low-quality prints.
- Image clarity -- Sharp, well-lit photos give the OCR engine more to work with.
- Receipt condition -- Wrinkled, torn, or stained receipts are harder to read.
- Font type -- Standard printed fonts are recognized more reliably than unusual or decorative fonts.
Tips for Better OCR Results
Follow these guidelines to get the most accurate readings from OCR:
- Flatten the receipt -- Place the receipt on a flat surface before photographing it. Curled or folded paper creates distortion.
- Use good lighting -- Ensure the receipt is well-lit with even lighting. Avoid harsh shadows or bright spots from direct light.
- Avoid glare -- If using a flash or photographing under strong lights, angle the camera to avoid reflective glare on the paper.
- Focus on the receipt -- Crop the image so the receipt fills most of the frame. Background clutter can confuse the scanner.
- Keep the amount visible -- Make sure the deposit amount is clearly visible and not cut off at the edge of the photo.
- Use landscape orientation -- If the receipt is wider than it is tall, hold your device in landscape mode for a better capture.
When to Use Manual Entry Instead
OCR works best with clear, printed receipts. In the following situations, it is more reliable to enter the amount manually:
| Situation | Why Manual Entry Is Better |
|---|---|
| Handwritten receipts | OCR is optimized for printed text and may not read handwriting accurately |
| Damaged or faded receipts | Missing or unclear characters lead to low confidence scores |
| Multiple amounts on one receipt | OCR may extract the wrong figure if several numbers are present |
| Receipts in non-standard formats | Unusual layouts or languages may not be recognized correctly |
| Very small print | Tiny text may fall below the OCR engine's resolution threshold |
If the confidence score is in the red zone (below 70%), do not accept the extracted amount without verifying it against the physical receipt. Enter the amount manually to ensure accuracy.
OCR and the Deposit Workflow
OCR is an optional step in the deposit creation process. It does not change the workflow or affect how deposits are verified:
- You can create a deposit entirely without using OCR -- simply enter all amounts manually.
- If you use OCR, the extracted amount is a suggestion only. You can accept it, modify it, or discard it.
- The system compares expected and actual amounts regardless of how the actual amount was entered (manually or via OCR).
Frequently Asked Questions
Can I scan the receipt after creating the deposit? No, OCR scanning is available only during the deposit creation process. If you need to correct an amount after submission, edit the deposit record directly.
Does OCR work with bank deposit slips? Yes, as long as the deposit amount is clearly printed on the slip. Bank-issued deposit confirmations typically produce high confidence scores.
What file formats are supported for scanning? You can upload JPG, PNG, or PDF files. For best results, use JPG or PNG image files with a resolution of at least 300 DPI.
Is the scanned receipt stored? Yes. The receipt image you upload is stored as part of the deposit record, regardless of whether you use OCR scanning or not.