Supplier details
Name, address, tax and company number, matched to a supplier you already have or saved as a new one.
Smart expense recognition
Scan a supplier invoice. Check it. Done.
Drop a PDF or a photo of a bill into Apollo and it comes back as an expense with the supplier, dates, VAT and line items already filled in. You review what was read, then save.
- Supplier, invoice number, dates, currency and totals read from the document
- Line items and tax rates picked up and checked against the document total
- Totals that don't add up are flagged for you, not quietly saved
Received document
supplier-invoice.pdf
2 pages
Read, then checked
Filled in for you
- Supplier
- Northwind Supplies Ltd
- Invoice number
- 2026-04187
- Document date
- 12 Aug 2026
- Due date
- 11 Sep 2026
- Net
- 1,240.00
- VAT 22%
- 272.80
- Total
- 1,512.80
Saved as a draft while it is read
How it works
Three steps instead of ten minutes of typing
Expense entry is the part of bookkeeping nobody schedules time for. Scanning turns a pile of supplier bills into a short review queue.
- 1
Upload the document
Drag in a PDF or image — an emailed invoice, a scan, or a phone photo of a paper receipt. Apollo saves it right away as a draft expense.
- 2
Apollo reads it
Apollo pulls out the supplier, dates, currency, tax, line items and totals, and checks that they add up.
- 3
You review and save
The details fill in the draft in your expense list, so you don't have to wait around. Change anything you like, then confirm and save.
What comes back
The fields you would otherwise retype
A scanned bill arrives as a complete draft expense, not as an attachment you still have to transcribe.
Document reference
The supplier's invoice number stays exactly as printed, alongside your own internal expense number.
Dates
Document date, due date and service period, when the document states them.
Amounts and tax
Net, tax base per rate, tax amounts and gross, in the currency the document was issued in.
Line items
Descriptions, quantities, unit prices and per-line tax, so itemized expenses stay itemized in your books.
Longer bills
Multi-page documents are read in full and merged into one expense.
Checked, not guessed
Built to be reviewed
Reading a document is the easy part. The part that matters is knowing when the numbers do not add up — and saying so.
Line amounts, tax and the document total are checked against each other, not just copied across.
If a field can't be read, it's left empty instead of guessed.
If the totals don't add up, or the invoice number matches an expense you already have, the draft is flagged for your attention.
If a bill looks like it has already been paid, Apollo says so as a suggestion. Payment is never recorded automatically.
Manual entry is always there. You can type in the expense yourself at any point, even while a scan is running.
After the scan
A scanned bill becomes a real expense
Not a note or a filed attachment, but an expense like any other in Apollo.
In your reports
Scanned expenses show up in your expense reports and categories with everything else.
Ready for tax
Tax rates and deductible VAT sit on the expense, so input tax ends up where your accountant expects to find it.
With the original attached
The PDF or photo stays attached, so the original is one click away.
Paid when you say so
Record the payment yourself when the bill is actually paid, and keep track of what is still outstanding.
Your documents
Where your invoices actually go
Supplier invoices are sensitive, so it's fair to ask what happens to them.
Processed in the EU
Documents are sent to an EU processing region to be read.
Not training material
Your documents are not used to train models.
Cleaned up after the scan
Apollo asks for the document to be deleted once the scan is done. That cleanup is best effort, not a guarantee. The original stays attached to your expense in Apollo.
Try it in sandbox first
Try the whole flow with a clearly marked demo invoice before you upload anything real.
Availability
Scanning is part of paid Apollo plans
Advanced and Pro include a monthly page allowance. On Simple, every scanned page counts as extra usage. You always see what's included, what you've used, and the price of extra pages before anything is charged.
- Advanced and Pro include monthly pages; Simple includes none
- Extra pages are only charged after a billing administrator approves them
- Scans that fail are not charged
- Manual expense entry is available on every plan
Invoice scanning questions
The things people ask before they upload their first supplier invoice.
What file types can I scan?
PDF, JPG, PNG and WebP. That covers an emailed invoice, a scanned document, and a photo of a paper receipt taken on your phone.
Can it handle multi-page invoices?
Yes. Multi-page documents are read in full and merged into a single expense.
How accurate is invoice scanning?
It depends on the document, which is why the result is always a draft you confirm. Apollo checks that line amounts, tax and the total add up, and flags the draft when they don't.
Will Apollo mark the invoice as paid?
No. Payment is never recorded automatically. If a document looks like it has already been paid, Apollo raises that as a suggestion and leaves the decision to you.
Is scanning included in my plan?
Scanning is available on paid Apollo plans. Advanced and Pro include a monthly page allowance; on Simple, every scanned page counts as extra usage. Extra pages are only charged after a billing administrator approves them.
What happens to the documents I upload?
They're read in an EU processing region and aren't used to train models. Apollo asks for them to be deleted once the scan is done; that cleanup is best effort, not a guarantee. The original stays attached to your expense.
Can I still enter expenses by hand?
Always. Manual entry is available on every plan, even while a scan is running.
Smart expense recognition
Stop retyping supplier invoices
Scan the bill, check what was read, save the expense. Your books stay current without an evening of data entry.