SmartScan Receipt Scanning

SmartScan is New Expensify’s AI-powered receipt scanning technology that automatically extracts key information from receipt images. Simply take a photo or upload a receipt, and SmartScan handles the rest.

What is SmartScan?

SmartScan uses advanced optical character recognition (OCR) and machine learning to:

Extract merchant names
Identify expense amounts
Detect transaction dates
Recognize currency types
Pull tax information
Identify receipt details

SmartScan processes receipts in seconds, dramatically reducing manual data entry and minimizing errors.

How to Use SmartScan

Method 1: Camera Capture

Open New Expensify and tap the green + button
Select Submit expense or Track expense
Choose the Scan tab
Point your camera at the receipt
Tap the shutter button to capture
Wait for SmartScan to process the image
Review the extracted details
Submit the expense

const getScreenshot = useCallback(() => {
    if (!cameraRef.current) {
        requestCameraPermission();
        return;
    }

    // Start telemetry tracking
    startSpan(CONST.TELEMETRY.SPAN_RECEIPT_CAPTURE, {
        name: CONST.TELEMETRY.SPAN_RECEIPT_CAPTURE,
        op: CONST.TELEMETRY.SPAN_RECEIPT_CAPTURE,
        attributes: {[CONST.TELEMETRY.ATTRIBUTE_PLATFORM]: 'web'},
    });

    const imageBase64 = cameraRef.current.getScreenshot();
    const originalFileName = `receipt_${Date.now()}.png`;
    const originalFile = base64ToFile(imageBase64 ?? '', originalFileName);
    const imageObject: ImageObject = {
        file: originalFile,
        filename: originalFile.name,
        source: URL.createObjectURL(originalFile),
    };

    // Process and upload the receipt
    cropImageToAspectRatio(imageObject, viewfinderLayout.current?.width, viewfinderLayout.current?.height).then(({file, filename, source}) => {
        endSpan(CONST.TELEMETRY.SPAN_RECEIPT_CAPTURE);
        const transactionID = transaction?.transactionID ?? initialTransactionID;
        
        // Set receipt for SmartScan processing
        setMoneyRequestReceipt(transactionID, source, filename, !isEditing, file.type);
        
        if (!isEditing) {
            submitReceipts(newReceiptFiles);
        }
    });
}, [isMultiScanEnabled, submitReceipts]);

Method 2: Upload from Device

Navigate to expense creation
Select the Scan tab
Click Choose file or Gallery icon
Select a receipt image or PDF from your device
SmartScan processes the file automatically
Review and confirm the details

Method 3: Drag and Drop

On desktop:

Drag a receipt image or PDF file
Drop it onto the New Expensify window
SmartScan begins processing immediately
The expense is created with extracted details

Drag and drop multiple receipts at once to create several expenses quickly.

Supported Receipt Formats

SmartScan works with various file formats:

Image Formats

JPEG/JPG
PNG
GIF
BMP
WebP
SVG

Document Formats

PDF (single or multi-page)

File Size Limits

Maximum size: 10MB per file
Recommended: Under 5MB for faster processing

const API_ATTACHMENT_VALIDATIONS = {
    ALLOWED_RECEIPT_EXTENSIONS: [
        'jpg',
        'jpeg',
        'png',
        'pdf',
        'gif',
        'bmp',
        'svg',
        'webp',
    ],
    MAX_SIZE: 10485760, // 10MB in bytes
    MIN_SIZE: 1, // Minimum 1 byte
};

Receipt Quality Guidelines

For best SmartScan results:

Optimal Receipt Conditions

Good lighting

Ensure the receipt is well-lit without shadows or glare. Natural lighting works best.

Flat and straight

Keep the receipt flat and aligned with the camera. Avoid wrinkles or folds.

Full visibility

Capture the entire receipt including all text and the merchant name.

Clear focus

Make sure the image is sharp and text is readable. Avoid blurry photos.

Minimal background

Position the receipt against a plain, contrasting background.

Common Issues to Avoid

Faded receipts: Thermal receipts fade over time—scan them immediately
Crumpled receipts: Smooth out receipts before scanning
Dark images: Increase lighting or use flash
Partial receipts: Ensure the entire receipt is visible
Multiple receipts: Scan one receipt at a time (or use Multi-Scan)

What SmartScan Extracts

SmartScan automatically identifies and extracts:

Primary Information

Merchant name: The business where the expense occurred
Amount: Total expense amount (including tax)
Date: Transaction date
Currency: The currency of the transaction

Additional Details

Tax amount: Sales tax or VAT
Payment method: Cash, card, or other
Transaction time: Time of day (when available)
Receipt number: Transaction or receipt ID

Not all receipts contain every detail. SmartScan extracts whatever information is present and readable.

SmartScan Processing States

1. Scanning

Immediate state after upload:

Receipt is being processed
AI is extracting information
Usually completes in 5-15 seconds
You can continue using the app

if (isScanning(transaction)) {
    return (
        <MoneyRequestHeaderStatusBar
            icon={<Icon src={ReceiptScan} />}
            description={translate('iou.receiptScanInProgressDescription')}
            shouldStyleFlexGrow={false}
        />
    );
}

2. Scan Complete

SmartScan successfully extracted details:

Expense fields are populated
Review and edit as needed
Submit when ready

3. Scan Failed

SmartScan couldn’t extract information:

May occur with poor image quality
Unusual receipt formats
Faded or damaged receipts
Non-standard languages

When scan fails:

const shouldShowSmartScanFailedError =
    transactionState === CONST.IOU.RECEIPT_STATE.SCAN_FAILED &&
    !hasRequiredFields(transaction);

if (shouldShowSmartScanFailedError && !hasSmartScanFailedError) {
    newTransactionViolations.push({
        name: CONST.VIOLATIONS.SMARTSCAN_FAILED,
        type: CONST.VIOLATION_TYPES.WARNING,
        showInReview: true,
    });
}

Resolution steps:

Review the extracted fields
Manually enter missing information
Ensure all required fields are filled
Submit the expense

You can replace the receipt and try scanning again by clicking the receipt image and selecting “Replace receipt.”

Multi-Scan Mode

Capture multiple receipts in a single session:

How Multi-Scan Works

Enable Multi-Scan mode (mobile only)
Capture multiple receipts one after another
Review thumbnails of captured receipts
Submit all receipts at once
Each receipt creates a separate expense

const [isMultiScanEnabled, setIsMultiScanEnabled] = useState(false);

const toggleMultiScan = useCallback(() => {
    setIsMultiScanEnabled((prev) => !prev);
    if (!isMultiScanEnabled) {
        // Show educational popup for first-time users
        showMultiScanEducationalPopup();
    }
}, [isMultiScanEnabled]);

// Camera capture in multi-scan mode
if (isMultiScanEnabled) {
    showBlink(); // Visual feedback
    const newReceiptFiles = [...receiptFiles, {file, source, transactionID}];
    setReceiptFiles(newReceiptFiles);
    return; // Stay in camera mode
}

Multi-Scan Benefits

Batch processing: Handle multiple receipts efficiently
Time savings: No need to navigate back and forth
Visual confirmation: See all captured receipts before submitting
Easy removal: Delete any receipts you don’t want

Multi-Scan is currently available on mobile devices. Desktop users can drag and drop multiple files.

Camera Features

Flash/Torch Control

For low-light environments:

src/pages/iou/request/step/IOURequestStepScan/index.tsx

const [isFlashLightOn, toggleFlashlight] = useReducer((state) => !state, false);
const [isTorchAvailable, setIsTorchAvailable] = useState(false);

const capturePhoto = useCallback(() => {
    if (trackRef.current && isFlashLightOn) {
        trackRef.current.applyConstraints({
            advanced: [{torch: true}],
        }).then(() => {
            setTimeout(() => {
                getScreenshot();
                clearTorchConstraints();
            }, CONST.RECEIPT.FLASH_DELAY_MS);
        });
        return;
    }
    getScreenshot();
}, [isFlashLightOn, getScreenshot]);

Toggle flash on/off with the lightning bolt icon
Flash activates briefly during capture
Available on devices with flash support

Camera Permissions

First-time camera use requires permission:

Click Continue when prompted
Allow camera access in your browser/device
Camera activates automatically
Permission is remembered for future use

If camera access is denied, you’ll need to enable it in your device or browser settings.

Editing SmartScan Results

After SmartScan processes a receipt:

Review Extracted Data

Check the amount is correct
Verify the merchant name
Confirm the date is accurate
Review the currency

Edit Any Field

Click any field to modify it:

Amount: Tap to enter the correct amount
Merchant: Edit the merchant name
Date: Select the correct date
Category: Choose the appropriate category
Description: Add context or notes

SmartScan learns from corrections and improves over time.

SmartScan and Policy Compliance

SmartScan helps maintain policy compliance:

Automatic Validations

Receipt requirements: Checks if receipt is required
Amount limits: Validates against policy limits
Date ranges: Ensures date is within allowed period
Duplicate detection: Identifies potential duplicates

Violation Detection

SmartScan can detect:

Missing required fields
Out-of-policy amounts
Duplicate expenses
Invalid or expired receipts

function getReportWithMissingSmartscanFields(iouReportID: string | undefined, reportPreviewAction: OnyxEntry<ReportAction>): Report | undefined {
    const transactions = getTransactionsFromReport(iouReportID, reportPreviewAction);
    
    return transactions?.find((transaction) => {
        const hasViolations = areRequiredFieldsEmpty(transaction);
        const isScanFailed = transaction.receipt?.state === CONST.IOU.RECEIPT_STATE.SCAN_FAILED;
        return hasViolations && isScanFailed;
    });
}

E-Receipts

For expenses without physical receipts, SmartScan generates e-receipts:

function EReceipt({transactionID, transactionItem, onLoad, isThumbnail = false}: EReceiptProps) {
    const defaultTheme = useEReceipt(transactionItem ?? transaction);
    
    const {
        amount: transactionAmount,
        currency: transactionCurrency,
        merchant: transactionMerchant,
        created: transactionDate,
    } = getTransactionDetails(transactionItem ?? transaction, CONST.DATE.MONTH_DAY_YEAR_FORMAT) ?? {};
    
    const formattedAmount = convertToDisplayString(transactionAmount, transactionCurrency);
    
    return (
        <View style={styles.eReceiptContainer}>
            <EReceiptBackground
                primaryColor={primaryColor}
                secondaryColor={secondaryColor}
            />
            <View style={styles.eReceiptContent}>
                <Text style={styles.eReceiptTitle}>{titleText}</Text>
                <Text style={styles.eReceiptMerchant}>{transactionMerchant}</Text>
                <Text style={styles.eReceiptAmount}>{formattedAmount}</Text>
                <Text style={styles.eReceiptDate}>{transactionDate}</Text>
            </View>
        </View>
    );
}

E-receipts include:

Transaction details
Merchant information
Amount and currency
Date and time
“Guaranteed” badge for card transactions

Replacing Receipts

If you need to update a receipt:

Open the expense
Click the receipt image
Select Replace receipt
Upload or capture a new receipt
SmartScan processes the new receipt
Review the updated details

Replacing a receipt re-runs SmartScan and may update extracted information.

SmartScan Performance Tips

For Faster Processing

Use good lighting

Well-lit receipts process faster and more accurately.

Capture immediately

Fresh receipts are easier to read than faded ones.

Optimize file size

Smaller files (under 5MB) upload and process faster.

Use standard formats

JPEG and PNG images typically process fastest.

For Better Accuracy

Center the receipt in the frame
Ensure all text is visible
Use a steady hand or stabilizer
Avoid shadows across the receipt
Keep the receipt flat

Troubleshooting SmartScan

Receipt Won’t Upload

Possible causes:

File too large (over 10MB)
Unsupported file format
Poor internet connection
Browser permissions issue

Solutions:

Compress the image
Convert to JPEG or PNG
Check your connection
Clear browser cache

SmartScan Takes Too Long

Try these steps:

Check your internet speed
Upload a smaller image
Refresh the page
Try again during off-peak hours

Extracted Details Are Wrong

Common issues:

Poor image quality
Faded receipt
Unusual receipt format
Foreign language

Solutions:

Retake the photo with better lighting
Manually edit incorrect fields
Upload a clearer image
Replace the receipt

SmartScan Failed Error

If you see “Receipt scanning failed”:

Check the image quality
- Is the text readable?
- Is the lighting adequate?
- Is the entire receipt visible?
Try uploading again
- Take a new photo
- Use better lighting
- Ensure the receipt is flat
Enter details manually
- Fill in the required fields
- Keep the original receipt attached
- Submit the expense

Manually entered expenses are just as valid as SmartScanned ones. The receipt image is still attached for audit purposes.

Privacy and Security

SmartScan respects your privacy:

Secure processing: All data is encrypted
No storage: Images are processed and not stored long-term
Access control: Only authorized users can view receipts
Audit trail: All access is logged
Compliance: Meets SOC 2 and other standards

Best Practices

Scan receipts immediately

Don’t wait—thermal receipts fade quickly. Scan as soon as you receive them.

Review before submitting

Always verify SmartScan extracted the correct information.

Use Multi-Scan for batches

When you have multiple receipts, use Multi-Scan to process them efficiently.

Keep originals temporarily

Hold onto physical receipts until expenses are approved, just in case.

Report issues

If SmartScan consistently has trouble with certain receipt types, let your admin know.

Next Steps

Create an Expense

Learn the full expense creation workflow

Distance Tracking

Track mileage for travel expenses

Split Expenses

Share costs with others

Expense Overview

Return to expense management overview

Expenses

Reports

Chat & Collaboration

Workspaces

Subscription

Search

​What is SmartScan?

​How to Use SmartScan

​Method 1: Camera Capture

​Method 2: Upload from Device

​Method 3: Drag and Drop

​Supported Receipt Formats

​Image Formats

​Document Formats

​File Size Limits

​Receipt Quality Guidelines

​Optimal Receipt Conditions

​Common Issues to Avoid

​What SmartScan Extracts

​Primary Information

​Additional Details

​SmartScan Processing States

​1. Scanning

​2. Scan Complete

​3. Scan Failed

​Multi-Scan Mode

​How Multi-Scan Works

​Multi-Scan Benefits

​Camera Features

​Flash/Torch Control

​Camera Permissions

​Editing SmartScan Results

​Review Extracted Data

​Edit Any Field

​SmartScan and Policy Compliance

​Automatic Validations

​Violation Detection

​E-Receipts

​Replacing Receipts

​SmartScan Performance Tips

​For Faster Processing

​For Better Accuracy

​Troubleshooting SmartScan

​Receipt Won’t Upload

​SmartScan Takes Too Long

​Extracted Details Are Wrong

​SmartScan Failed Error

​Privacy and Security

​Best Practices

​Next Steps

Create an Expense

Distance Tracking

Split Expenses

Expense Overview

Build docs developers (and LLMs) love

What is SmartScan?

How to Use SmartScan

Method 1: Camera Capture

Method 2: Upload from Device

Method 3: Drag and Drop

Supported Receipt Formats

Image Formats

Document Formats

File Size Limits

Receipt Quality Guidelines

Optimal Receipt Conditions

Common Issues to Avoid

What SmartScan Extracts

Primary Information

Additional Details

SmartScan Processing States

1. Scanning

2. Scan Complete

3. Scan Failed

Multi-Scan Mode

How Multi-Scan Works

Multi-Scan Benefits

Camera Features

Flash/Torch Control

Camera Permissions

Editing SmartScan Results

Review Extracted Data

Edit Any Field

SmartScan and Policy Compliance

Automatic Validations

Violation Detection

E-Receipts

Replacing Receipts

SmartScan Performance Tips

For Faster Processing

For Better Accuracy

Troubleshooting SmartScan

Receipt Won’t Upload

SmartScan Takes Too Long

Extracted Details Are Wrong

SmartScan Failed Error

Privacy and Security

Best Practices

Next Steps