ScannerPilot
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AI Invoice Capture for QuickBooks Online

From invoice to QuickBooks.
Without the busywork.

Upload a PDF or photo. ScannerPilot reads the details, flags possible duplicates, and gives you a clean record to review before it goes into QuickBooks Online.

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You review firstDuplicate checks includedOriginal file stays attached
One clean workflow forBookkeepersAccounting teamsSMBsMulti-client firmsQuickBooks Online ready
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.

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Before ScannerPilot illustration showing manual intake from phone receipts, email attachments, supplier PDFs, shared folders, and spreadsheet checking
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.

  1. Extract anything

    Receipts, bills, invoices, and bank statements.

  2. Review with confidence

    Smart checks catch duplicates and field errors.

  3. Sync to QuickBooks

    Create bills or expenses only after approval.

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  • 98%Data accuracy
  • 5xFaster bookkeeping
  • Bank-levelSecurity
ScannerPilot workflow turning receipt, invoice, and bank statement files into synced QuickBooks entries
How it works

Upload, extract, reviewthen sync to QuickBooks Online

The workflow keeps automation useful without letting unreviewed OCR results create accounting entries.

Step 01

Upload

Add bills, receipts, supplier PDFs, and batches to the correct client workspace.

  • PDF
  • JPG
  • Receipts
  • Batch upload

Files stay attached to the record

Powerful AI features for every team

From OCR to duplicate detection, ScannerPilot handles document complexity so your team can focus on review and sync.

OCR + field parsing

Extract and structure invoice, bill, and receipt data with review-ready accuracy.

Duplicate intelligence

AI-assisted matching flags likely repeat bills before they reach QuickBooks Online.

Review collaboration

Resolve exceptions with comments, approvals, and context beside the source file.

QuickBooks sync summary

Create a reviewed Bill or Expense with source attachment and sync status.

Explore Features
Product

Documents to QuickBooksreview ready

Turn messy bills and receipts into reviewed records ready for QuickBooks sync.

Capture

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

    Right file, right client

  • Bulk upload queue

    Process complete batches

  • Source files attached

    Keep the original linked

Human review stays in control

Start Capturing
Review

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
See Review in Action
Sync

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
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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
Explore Workspaces
Accountant managing four separate client inboxes connected to one client overview.

Built around your team

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.

Bookkeepers

Client bills, receipts, and supplier PDFs move through one monthly review queue.

  1. Client docs
  2. Monthly queue
  3. Review ready

Small businesses

Owners upload expenses and let ScannerPilot prepare reviewed QuickBooks entries.

  1. Upload expenses
  2. Smart checks
  3. Reviewed entry

Accounting firms

Firm teams keep duplicate decisions, approvals, and source attachments visible.

  1. Duplicate check
  2. Approval
  3. Source attached

One clean workflow. Shaped for each team.

  1. Capture
  2. Review
  3. Ready for QuickBooks
QuickBooks Online
Explore Solutions
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 studies
Field accuracy target after review
98%
Faster document preparation
5×
Duplicate and confidence checks
300+

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 team
Security and reliability

Automation stays accountable from upload to sync

ScannerPilot keeps access, review, accuracy checks, and document history visible before downstream accounting changes.

  1. Secure file handling

    Keep source documents connected to extracted fields and approval events.

  2. Role-based access

    Separate admin, reviewer, team, and client-facing permissions.

  3. Audit-ready history

    Track upload, extraction, edits, approvals, sync attempts, and attachments.

  4. Data accuracy checks

    Use confidence states, duplicate alerts, and required review gates.

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FAQ

Answers for accounting teams before rollout.

Practical details on review, QuickBooks sync, duplicate checks, attachments, and client workspaces.

Answer 01

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.

  1. Review
  2. Approve
  3. Sync

Built for review-first document workflows

  • Review first
  • Source attached
  • Client separated
Talk to Our Team

Turn documents into accounting-ready records

Connect your tools, upload files, review extracted data, and sync approved records with the source attached.

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  • You review first
  • Duplicate checks included
  • Original file stays attached