OCR Scanning: Control and Verification of Amounts

In the Acubiz app, users are supported by automated features. The app uses OCR (Optical Character Recognition) to automatically read and suggest information directly from the receipt.

It is important to emphasize that the OCR function is a tool to assist, and it is always the user's responsibility to check and ensure that the scanned data is correct.

The Acubiz app automatically scans for the following information:

• Amount
• Date
• Currency

Tip: See the guide Optimize Your Receipt Matching on Credit Card Transactions to improve scanning quality.

OCR Scanning of Amounts

When Acubiz detects an amount on a receipt, the user must always verify that it matches the actual purchase.

If the user manually changes the OCR-scanned amount, this difference will be made visible to the approver/manager in the approval flow.

Important: This Check Applies Only to Cash Expenses

This automatic check ensures that the employee receives the correct reimbursement and minimizes the risk of incorrect payments.

Example of Display for Approver:

• OCR-scanned amount: 410.92 DKK

• User-entered amount: 591.00 DKK

When the amounts differ, the approver will receive a system notification about the discrepancy.

On the expense item itself, the approver can clearly compare the OCR-scanned amount with the amount manually entered by the user.

Handling Discrepancies

The approver must check the receipt to ensure that the entered amount is accurate.

• In case of discrepancy: If the amount on the receipt does not match the entered amount, the expense must be rejected and sent back to the employee for correction.

• Incomplete scanning: Note that the warning about differences also appears if the OCR scanning has misread the amount or if no amount could be detected during scanning.

Disabling OCR

If a user does not wish to use the automatic OCR scanning, the feature can be disabled under: App Configuration and Settings