SparkReceipt extracts a wide range of information automatically from receipts and invoices using OCR and AI processing. Users can also enrich or correct the data manually. This article explains which data points are automatically collected and which can be added or edited manually. These data can be exported as Excel, CSV, or PDF. Most of the data can be delivered via webhook to third-party apps or via integration to QuickBooks Online.
🧾 1. Automatically Extracted Data from Receipts & Invoices
When a user uploads a receipt or invoice, SparkReceipt automatically identifies and extracts key information. These data points come directly from OCR scanning, merchant detection, and built-in tax and currency logic.
Data Point | Description |
Date | Purchase or invoice date read from the document. (Date Locale can be changed from the Profile) |
Type | Expense / Income / Other Document / Bank / Credit Card Statement classification inferred automatically. |
User | Auto-assigned based on who uploaded the document. |
Merchant Name ("Name") | Extracted from the merchant header/logo or text. |
Subtotal | Detected net amount before tax. |
Tax Amount(s) | Extracted from any visible tax summaries. |
VAT Breakdown | SparkReceipt identifies VAT rates such as: VAT 14%, VAT 25.5%, or any region-specific tax levels. Default VAT categories can be changed as a hint to AI. |
Total | Total purchase amount extracted from the document. |
Currency | Automatically detected from currency symbols or text. Daily Currency conversion is made to home currency |
Converted Subtotal, Converted Tax, Converted Total | Auto-calculated when the document currency differs from the workspace currency. |
Status | Typically auto-assigned (Processed, Pending, etc.). |
Web Link | Auto-generated link to the document in SparkReceipt. |
Document Files | Attached images/PDFs uploaded by the user. |
✏️ 2. User-Editable or Manually Added Data Points
Users can enrich, categorize, or override specific information.
Categorization
Expense category (e.g., Bank charges, Meals, Software)
Assigned automatically if rules exist, but always editable manually.
Payment Information
Data Point | Notes |
Payment Method | Users can select accounts, cards, reimbursements, etc. |
Reference | Optional notes like invoice numbers or IDs. |
Tags
Custom labels for grouping or analytics.
100% manually added by the user.
Details / Notes
Free-form description to provide context.
Example: "Test expense" or "Client lunch – Project A".
Adjustments
Users may manually adjust:
Subtotal
Tax amounts
Total
Currency (if incorrectly detected)
VAT distribution (for multi-rate receipts)
📦 3. Summary of Data Categories (Updated)
Category | Auto Extracted | Manually Added / Editable |
Document date | ✔️ | ✔️ |
Merchant name | ✔️ | ✔️ |
Subtotal / Tax / Total | ✔️ | ✔️ |
VAT breakdown | ✔️ | ✔️ |
Currency | ✔️ | ✔️ |
Converted amounts | ✔️ Auto-calculated | ✔️ |
Categorization (Expense Category) | ✔️ Determined automatically based on: | ✔️ |
Item-level categorization | ✔️ Items are automatically categorized when extracted | ✔️ |
Payment method | ✔️ if the last four digits of a saved payment card match the receipt | ✔️ |
Reference | ✔️ extracted from receipt if present (invoice number, order ID, etc.) | ✔️ |
Tags | ❌ (if not created by automation rule) | ✔️ |
Notes / Details | ❌ (if not created by automation rule) | ✔️ |
Document file | ✔️ (from upload) | ✔️ (additional attachments) |
Web link | ✔️ | ❌ |
📘 4. Metadata Included in Exports (Not User-Edited)
The export file also contains top-level metadata:
Organization name
Date range of export
These are generated automatically by SparkReceipt during export and are not editable inside documents.