Receipt management
Capture, extraction, review, and editing — the full lifecycle of a receipt in luca.
How clients capture receipts
Each client has a unique capture link and a 6-character code. They open the link on their phone, take a photo of the receipt, and tap upload. The capture interface works offline — photos are queued locally and sync when the device is back online.
The capture page is a Progressive Web App. Clients can add it to their home screen for one-tap access. There's no installation, no account, and no training required.
How AI extraction works
Every captured or emailed receipt is sent to an AI vision model. The model reads the image (or PDF) and returns structured data:
- Date
- Vendor name and supplier VAT number
- Invoice number
- Total amount, net amount, VAT amount, VAT rate
- Payment method
- Category and description
- Line items with quantities and unit prices (where present)
- Currency
Extraction happens within seconds. While it's running, the receipt shows a processing status. Once complete, the status changes to processed and the data is editable.
Reviewing receipts
Open the client's page and click any receipt to see the image and extracted data side by side. The AI is accurate but not infallible — your role is to verify and correct.
Receipts are colour-coded by status:
- Pending — awaiting AI processing
- Processed — extracted by AI, ready for review
- Reviewed — confirmed by you, ready for export
- Flagged — missing required data (e.g. supplier VAT number)
Editing extracted data
Click any field on a receipt to edit it. Changes are saved automatically. You can update vendor names, amounts, VAT rates, categories, or any other field. The original image is preserved.
Reprocessing a receipt
If the AI got things badly wrong (or if you've switched to a more capable AI provider), you can reprocess a receipt. This re-runs extraction on the original image. Any manual edits you made will be overwritten.
Vendor rules and category learning
Change a category for a vendor once and luca remembers. The next time a receipt arrives from the same vendor, the category is applied automatically. You can manage vendor rules from the client's page.
Source markers
Receipts captured by phone are marked with a camera icon. Receipts created from a forwarded email are marked with an envelope icon and link back to the original email ingest record.
Deleting receipts
You can delete a receipt from the receipt detail view. Deleted receipts are permanently removed from the database and storage. There is no soft-delete or recycle bin.