BetterTracker uses OCR (Optical Character Recognition) to help read your contracts, invoices, vendor bills, and subscription agreements so you can save time entering data manually.
Most standard vendor contracts and invoices should upload normally.
For the best results, make sure the file clearly shows what you are paying for and includes the key billing details BetterTracker needs.
Note: If you are working with large distributor, marketplace, or vendor billing files such as Pax8, Kaseya, or similar exports, please review our guide: Uploading Large Distributor Invoices and Vendor Billing Files.
What Works Best
Upload documents that clearly show vendor, product, and pricing information.
Good examples include:
Vendor contracts
Invoices
Subscription agreements
Monthly or annual vendor bills
Recurring service agreements
Distributor invoices with clear product and pricing details
For best results, your document should include:
Vendor name
Product or service name
Quantity, seats, licenses, or usage
Cost or pricing
Billing dates, contract dates, or renewal dates
A simple rule: if the document shows who the vendor is, what is being billed, and how much it costs, it is usually a good fit.
What Not to Upload
BetterTracker OCR is not designed for general inventory tracking.
Avoid uploading files that are only:
Hardware inventory lists
Warranty lists
Part-number-only spreadsheets
Product catalogs
Serial number lists
Lists of cables, batteries, keyboards, mice, or equipment with no pricing
Files with no vendor, no cost, no dates, or no billing details
If the file does not include vendor, product, pricing, or billing information, OCR may not be able to process it correctly.
Excel and CSV Tips
If you upload an Excel or CSV file:
Make sure the first tab contains the invoice or contract data
Remove tabs that only contain notes, definitions, or instructions
Split multiple invoice tabs into separate files
Make sure the vendor, product, quantity, and cost columns are clear
If the first tab is only a Definitions, Notes, or Instructions tab, OCR may not find the contract or invoice data.
Uploading Multiple Files
You can upload multiple files at once, but we recommend keeping uploads focused.
Best practice: Upload related contracts or invoices together when they are similar in size and format. If one file is much larger or more complex than the others, upload it separately.
Always Review Your Results
AI can save a lot of time, but it may not be perfect.
After upload, review the imported details and make any needed updates. Some items may need manual adjustment, especially when the document includes:
Taxes
Discounts
Unusual formatting
Ramp pricing or pricing that changes over time
Telecom usage details
Multiple customers or contract IDs
Quick Upload Checklist
Before uploading, ask:
Is this a contract, invoice, bill, or subscription agreement?
Does it show the vendor name?
Does it show the product or service?
Does it show pricing or cost?
Does it include quantity, seats, licenses, or usage?
Does it include billing dates, contract dates, or renewal dates?
If the answer is yes to the core billing details, the document is likely a good fit.
If the file is mostly inventory, part numbers, or descriptions without pricing or billing details, it may not be suitable for OCR.