Bilvx

Capturing Supplier Documents

Photograph or upload a supplier bill and let Bilvx read it for you, so you review a pre-filled draft instead of typing every field. Capture is part of the accounting module, so it's available only on plans that include accounting — see Plans, Limits & Preferences and The Accounting Module. When your plan includes it, the sidebar shows a Capture entry.

Nothing you capture reaches your books automatically. The AI stages a draft for you; you decide whether to keep it.

Before you start

  • Your plan must include the accounting module. If there's no Capture link in the sidebar, your plan doesn't include it — ask your operator.
  • Have the supplier bill ready as a photo or a file: PNG, JPEG, WEBP, or PDF.
  • Each upload must be 1.5 MB or smaller. Phone photos are usually larger than this, but Bilvx handles that for you (see below).

Capture a bill

  1. In the sidebar, open Capture.
  2. Add the document:
    • On a phone, press Use camera to open the camera directly and photograph the bill, or pick an existing photo from your library.
    • On a computer, select the image or PDF file to upload.
  3. Bilvx reads the document and shows a pre-filled draft — the extracted supplier, amounts, and other fields staged for your review.
  4. Check the fields against the original document and correct anything the AI got wrong.
  5. Press Confirm & Create Draft Bill.

Until you press Confirm & Create Draft Bill, nothing is written to your books. What the confirm creates is itself a draft bill, so you can still edit it afterward before it becomes part of your accounts.

Large phone photos are shrunk for you

A typical phone photo is 2–5 MB — well over the 1.5 MB limit. Bilvx shrinks and re-encodes oversized photos in the browser before uploading, so an ordinary camera shot goes through without you doing anything. You don't need to resize photos yourself.

Common rejections and how to fix them

If a document is refused, it's almost always size or file type:

  • "The document exceeds the 1.5 MB limit" — the file is still over the cap after auto-shrink. This usually means a very large scan (e.g. a high-resolution multi-page PDF). Export or save it smaller and retry.
  • "Only PNG, JPEG, WEBP or PDF documents are accepted" — the file is an unsupported format. Export it as PDF or JPEG and upload again.

More capture and login problems are covered in Troubleshooting.

What capture costs

Reading a document uses an AI provider, and that has a per-document cost. Bilvx logs each document's extraction cost as it happens, at the prices configured at that moment, so your operator can see exactly what the automation costs against the data entry it saves. There's no self-serve billing view for this — ask your operator for the figures on your deployment.

Who can see your uploads

  • The AI provider your operator has configured reads each document to extract its fields — that's how capture works. Operators are expected to have a data-processing agreement with that provider before enabling capture in production.
  • The original documents stay stored with your books as the audit trail, in your operator's database. There's no third-party analytics or tracking in the product.

Related pages