Help Center AI Document Extraction

AI Document Extraction

Upload invoices, receipts, and bills to automatically extract structured data with AI

What is Digitize?

Digitize is Timer's AI-powered document extraction tool that transforms paper documents and digital files into structured, actionable data. Upload an invoice, receipt, or bill, and Digitize will automatically read the document, extract key information like vendor details, amounts, dates, and line items, and optionally create corresponding records in your Timer account.

Pro Tip

Digitize works best with clear, well-lit photos or high-quality PDF scans. For receipts, take a photo straight-on to get the best extraction accuracy.

Key Features

AI Extraction

Automatically reads documents and extracts vendor name, amounts, dates, VAT numbers, and line items

Vendor Matching

Intelligently matches extracted vendor names to your existing companies in Timer

Auto-Create Records

Automatically creates bills or payments from processed documents

Confidence Scoring

Each extraction shows a confidence percentage so you know when to review

Line Item Extraction

Captures individual line items with descriptions, quantities, and prices

Search & Filter

Find documents quickly with search, status filters, and sorting options

Supported File Formats

Digitize accepts the following file types, up to 25 MB per file:

  • PDF - Scanned or native PDF documents (multi-page supported)
  • JPEG / JPG - Photos of receipts, invoices, or bills
  • PNG - Screenshot or scanned image files
  • WebP - Modern web image format

Uploading a Document

  1. 1

    Open Digitize

    Navigate to Digitize from the navigation menu, or use the Pallas AI assistant to open it.

  2. 2

    Click Upload

    Click the upload button in the top bar (island) or the "Upload First Document" button if your library is empty. Select one or more files from your device.

  3. 3

    Watch the Processing

    A drawer will open showing the five-step processing pipeline: uploading, reading the document, extracting information, matching the vendor, and creating a record. This typically takes 10-30 seconds.

  4. 4

    Review the Results

    Once processing completes, click "View Document" to see all extracted data. If the AI auto-created a bill or payment, you will be notified.

Document Details Drawer

Click any document card to open the details drawer, which provides a split-view layout:

Document Preview (Left)

The left panel shows a visual preview of your uploaded document. For multi-page PDFs, use the page navigation arrows to browse pages. Click the expand icon to view the document in fullscreen mode.

Extracted Data (Right)

The right panel displays all extracted information organized into sections:

  • Extraction Confidence - A color-coded bar showing how confident the AI is in the extracted data. Green means high confidence (85%+), yellow is medium (70-84%), and red is low (below 70%).
  • Document Info - Document type (invoice, bill, receipt, statement, contract, or other), status, and document number.
  • Vendor Details - Vendor name, VAT/tax number, and address. Use the "Match Company" button to link the vendor to an existing company in Timer.
  • Amounts - Subtotal, tax amount, total amount, and currency (EUR, USD, GBP, or CHF).
  • Dates - Document date and due date.
  • Line Items - Individual items extracted from the document, including description, quantity, unit price, and line total. You can add or remove items manually.
  • Notes - Free-text field for additional notes about the document.
All fields are editable

If the AI extraction missed something or got a value wrong, simply click the field and correct it. Then click Save to update the record.

Document Statuses

Every document moves through a processing pipeline. Use the status tabs at the top to filter your document list:

  • Processing - The document is currently being analyzed by the AI.
  • Review Needed - Extraction is complete but the confidence score is low, or certain fields need manual verification.
  • Completed - The document has been processed and reviewed successfully.
  • Failed - The AI could not process the document. You can retry processing from the context menu.

Vendor Matching & Company Linking

When Digitize extracts a vendor name, it can automatically match it to a company already in your Timer account. If no match is found, you can manually link one:

  1. 1

    Open Match Company

    In the document details drawer, click the "Match Company" button in the Vendor Details section.

  2. 2

    Search or Create

    Search your existing companies by name. If the vendor does not exist yet, click "Create New Company from Vendor" to add them automatically using the extracted vendor details.

  3. 3

    Confirm the Link

    Select the matching company from the results. The vendor name and company ID will be linked to the document.

Creating Bills & Payments

Digitize can convert extracted document data into actionable financial records in Timer:

Create Bill

Creates a payable bill in Invoices from the extracted invoice data, including vendor, amounts, and due date

Create Payment

Records a payment entry from a receipt, capturing amount, vendor, and date

Link to Existing

Connect the document to an existing bill or payment record already in Timer

To create a record, open the document details drawer and click the dropdown arrow next to the Save button. Choose "Create Bill", "Create Payment", or "Link to Existing".

Processing Queue

When you upload multiple documents, they enter a processing queue. Click the Queue button in the top bar to view all queued documents and their status.

From the queue drawer you can:

  • Process All - Start processing all pending documents at once
  • Clear Completed - Remove finished items from the queue
  • Retry Failed - Re-attempt processing for documents that failed
  • Remove - Cancel pending items from the queue

Searching & Sorting

Use the search bar at the top to find documents by vendor name, document number, or file name. Results update as you type with a slight delay for performance.

Sort your documents using the sort dropdown:

  • Newest First - Most recently uploaded documents appear first (default)
  • Oldest First - Earliest uploads appear first
  • Amount (High) - Highest total amounts appear first
  • Amount (Low) - Lowest total amounts appear first

You can also switch between Grid view and List view using the toggle in the top bar.

Document Actions

Right-click a document card or click the three-dot menu to access additional actions:

View Details - Open the document details drawer
Download Original - Download the originally uploaded file
Retry Processing - Re-run AI extraction on the document
Mark Reviewed - Mark a document as reviewed and move it to Completed status
Archive - Move the document to the archive
Delete - Permanently remove the document and all extracted data

Dashboard Statistics

The stats cards at the top of the Digitize page give you a quick overview of your document processing:

  • Processed - Total number of documents that have been successfully processed
  • Needs Review - Documents awaiting manual review or correction
  • This Month - Number of documents processed in the current month
  • Success Rate - Percentage of documents processed without errors

Best Practices

Use clear images: Ensure documents are well-lit, in focus, and free of shadows or glare for the best extraction accuracy.

Review low-confidence extractions: When the confidence bar is yellow or red, always verify the extracted data before creating records.

Link vendors to companies: Matching vendors to your Timer companies ensures consistent record-keeping and makes future extractions more accurate.

Use PDF when possible: Native PDFs (not scanned images) generally produce higher accuracy than photos.

Check line items: Always verify extracted line items match the original document, especially quantities and unit prices.

Frequently Asked Questions

What types of documents can I upload?

Digitize supports invoices, bills, receipts, statements, and contracts in PDF, JPEG, PNG, or WebP format, up to 25 MB per file.

How long does processing take?

Most documents are processed within 10-30 seconds. Complex multi-page PDFs may take slightly longer.

What if the AI extracted incorrect data?

All extracted fields are fully editable. Open the document details, correct any errors, and click Save. You can also retry processing with the Retry button.

Can I upload multiple files at once?

Yes, you can select multiple files when uploading. Each file will be processed sequentially through the processing pipeline.

Which currencies are supported?

Digitize supports EUR, USD, GBP, and CHF. The currency is automatically detected from the document and can be changed manually.

What happens when I delete a document?

Deleting a document permanently removes the uploaded file and all extracted data. Any bills or payments created from the document will remain in their respective modules.