AI-powered document automation
Scan invoices & receiptsinto QuickBooks Online
Upload invoices, bills, and receipts. ScannerPilot extracts key fields, flags duplicates, and prepares a QuickBooks Bill or Expense for your review—with the source file attached.
Encrypted file handling
Review before sync
Workflow audit trail
AI document workflow
Review before QuickBooks sync
The problem
Document work breaks when every file needs manual cleanup.
ScannerPilot is built for the messy accounting work that happens before QuickBooks entries are ready: collection, extraction, review, approvals, and attachments.
Documents arrive everywhere
Receipts sit in phones, supplier PDFs land in email, and client files get buried in shared folders.
Month-end review slows down
Teams spend hours checking dates, totals, tax, vendor names, and whether a bill was already entered.
Source files lose context
Accounting entries are created without the original PDF or receipt staying connected for later review.
Automation still needs trust
Unreviewed OCR results can create cleanup work when exceptions and confidence checks are not visible.
Smart, accurate, automated
From scattered files to clean QuickBooks entries.
ScannerPilot turns receipts, invoices, and statements into accurate, review-ready data so your team can save time and close the books with confidence.
Extract anything
Receipts, bills, invoices, and bank statements.
Review with confidence
Smart checks catch duplicates and field errors.
Sync to QuickBooks
Create bills or expenses only after approval.
98%Data accuracy
5xFaster bookkeeping
Bank-levelSecurity
How it worksUpload, extract, review
Upload, extract, review
then sync to QuickBooks Online
The workflow keeps automation useful without letting unreviewed OCR results create accounting entries.
Upload
Add bills, receipts, supplier PDFs, and batches to the correct client workspace.
1/4
Powerful AI features for every team
From OCR to duplicate detection, ScannerPilot handles document complexity so your team can focus on review and sync.
99.8%
Read rate
180+
Documents processed
<2s
Average time
Vendor, date, total
Line-item parsing
Fast first pass
OCR + field parsing
Extract and structure invoice, bill, and receipt data with review-ready accuracy.
!Exact file match
!Vendor + invoice #
!Date + total
90%
Reduced
2x
Faster
300+
Checks
+Duplicate intelligence
AI-assisted matching flags likely repeat bills before they reach QuickBooks Online.
+Team sync
Review notes
Approval status
Reviewer note
Confirm GST code
Approve after vendor match
Review collaboration
Resolve exceptions with comments, approvals, and context beside the source file.
Ready to sync to QuickBooks
Bill, Expense, and attachment supported
QuickBooks sync summary
Create a reviewed Bill or Expense with source attachment and sync status.
ProductDocuments to QuickBooks
Documents to QuickBooks
review ready
Turn messy bills and receipts into reviewed records ready for QuickBooks sync.
scannerpilot.com/costs/inbox
QuickBooks review queue
Bills, receipts, supplier PDFs
PDF
Harbor Office Supplies
Invoice INV-2048
PDF
City Parking Receipt
Paid expense
PDF
Northline Utilities
Bill with attachment
Extracted fields
High confidenceVendor96%
Harbor Office Supplies
Date94%
Jul 03, 2026
Total98%
$284.20
Original file attached
Ready for sync after approval.
CaptureCapture invoices and receipts
Capture invoices and receipts
without month end chasing
Drop supplier PDFs, receipt photos, and bill batches into the right workspace so nothing is stranded in email, phones, or shared folders.
Workspace routing
Bulk upload queue
Source files attached
Review ready
Invoice source
Harbor Office Supplies
Original PDF attached
Vendor
Harbor Office Supplies
Date
Jul 03, 2026
Tax
$24.20
Duplicate
Possible match
ReviewReview PDFs with extracted fields
Review PDFs with extracted fields
before QuickBooks updates
Check vendor, date, tax, totals, line items, confidence, and duplicates in one focused screen.
Source beside fields
Confidence checks
Duplicate warnings
Bill from ACME Co.$1,247.50Approved
Office Depot receipt$89.45Approved
Bright Labs invoice$3,250.00Approved
QuickBooks
Destination
Approved
Complete
QuickBooks record
Created
Source attached
Saved
SyncCreate QuickBooks Bills and Expenses
Create QuickBooks Bills and Expenses
with source files attached
Sync approved records with the right type, mappings, status, and attachment history.
Mapped vendors
Clear sync status
Attachment history
Accountant workspace
Manage client inboxes without file chasing.
Each client gets separated intake, status filters, integrations, and approval history while the team keeps one operating view.
Client switcher
Separate inboxes
Status filters
Bulk upload
Client-level integrations
Team approvals
Tailored for your industry
From receipt OCR to QuickBooks Online sync, ScannerPilot handles the messy document work so each team can focus on the books.
+Client Bill Review
Bulk upload scoring
Cross client review
Usage ledger
Bookkeepers
Client bills, receipts, and supplier PDFs move through one monthly review queue.
Owner workflow
+!Missing receipt
!Duplicate bill check
!Review required
90%
Time saved
2x
Faster
300+
Docs
Small businesses
Owners upload expenses and let ScannerPilot prepare reviewed QuickBooks entries.
Approved sync policy
+Document verification types
Source attachment
PDFs, receipt images, and supplier documents stay attached to the reviewed transaction.
Auto-verified after review
Accounting firms
Firm teams keep duplicate decisions, approvals, and source attachments visible.
Proof
Cleaner books, fewer repeat checks, and source files that stay attached.
Teams use ScannerPilot to turn file-heavy review into a visible workflow before anything is synced to QuickBooks Online.
View case studies98%
Field accuracy target after review
5x
Faster document preparation
300+
Duplicate and confidence checks
Team feedback
“We can see the source, the extracted fields, the review decision, and the sync status in one place.”
ScannerPilot customer workflowDocument-heavy bookkeeping teamIntegrationsConnect your document flow
Connect your document flow
to QuickBooks Online
Capture files from client channels, review them in ScannerPilot, and sync approved records with the source attached.
ScannerPilot
Review workspace
QuickBooks Online
Accounting destination
Approved sync package
Connected1
Reviewed
2
Mapped
3
Synced
4
Attached
Sync ready
Review first, then send clean records.
Transaction type, vendor mapping, source attachment, and sync history stay visible before anything reaches accounting.
Bills and Expenses
Vendor and account mappings
Attachment status
Retry and audit history
QuickBooks Online
Sync approved bills, receipts, and source attachments.
Accounting exports
Prepare reviewed document data for client ledgers.
Email upload
Capture attachments from client inboxes.
Cloud folder intake
Route shared folders into review.
Document storage
Connect document folders to intake.
Chat and email upload
Accept mobile-first client submissions.
Security and reliabilityAutomation stays accountable
Automation stays accountable
from upload to sync
ScannerPilot keeps access, review, accuracy checks, and document history visible before downstream accounting changes.
Secure file handling
Keep source documents connected to extracted fields and approval events.
Role-based access
Separate admin, reviewer, team, and client-facing permissions.
Audit-ready history
Track upload, extraction, edits, approvals, sync attempts, and attachments.
Data accuracy checks
Use confidence states, duplicate alerts, and required review gates.
FAQ
Answers for accounting teams before rollout.
Practical details on review, QuickBooks sync, duplicate checks, attachments, and client workspaces.
Answer
Can we review documents before QuickBooks is updated?
Yes. Your team reviews the source file beside extracted fields, confidence states, duplicate warnings, and line items before anything is approved for sync.
Built for review-first document workflows
Review firstSource attachedClient separated
Turn documents into accounting-ready records
Connect your tools, upload files, review extracted data, and sync approved records with the source attached.