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, then reconciled against the document total
Totals that do not add up are flagged for you instead of quietly saved

Start scanning invoices See pricing

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

Illustration of the review step. The draft expense and the uploaded file are saved as soon as you upload; every field stays editable until you confirm.

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, JPG, PNG or WebP — an emailed invoice, a scan, or a photo of a paper receipt taken on your phone. Apollo immediately saves a draft expense with the file attached and queues it for reading.
2

Apollo reads it

The document is read page by page. Supplier details, dates, currency, tax rates, line items and totals are pulled out and checked against each other.
3

You review and save

The extracted data lands on the draft that is already in your expense list, so you can close the page while a document is still being read. Come back, change whatever you want, 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.

Supplier details

Name, address, tax and company number — matched to a supplier you already have, or kept as new details you can save.

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, wherever the document actually 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 — header details, every line, and the closing totals are 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 bases and the document total are reconciled against each other, not simply copied across.
A field that cannot be read is left empty rather than guessed at, and the main fields carry the reader's own confidence score whenever it supplies one.
When the totals do not reconcile, or the supplier's invoice number matches an expense you already have, the draft is marked as needing attention instead of looking finished.
If a bill looks like it has already been paid, Apollo says so as a suggestion. Payment is never recorded automatically.
Manual entry never goes away. You can type the expense in yourself at any point, including while a scan is still running.

After the scan

A scanned bill becomes a real expense

It is not a note or a filed attachment. It is an expense that behaves like every other expense in Apollo.

In your reports

Scanned expenses appear in expense reports and category breakdowns alongside everything else you enter.

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 to the expense, so the source document is one click away when someone asks for it.

Paid when you say so

Record the payment yourself when the bill is actually paid, and keep track of what is still outstanding.

In the Slovenian exports

Scanned expenses feed the Slovenian VOD XML accounting export, which turns each expense and its lines into the accounting postings and tax bases your accountant books.

Your documents

Where your invoices actually go

Supplier invoices are sensitive business records. It is 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

The document goes to the reader for the scan, and Apollo asks for it to be deleted as soon as processing finishes. That cleanup is best effort rather than a guarantee. The original stays in Apollo, attached to your expense.

Try it in sandbox first

A sandbox organization uses a clearly marked demo invoice, so you can walk through the whole flow before uploading anything real.

Availability

Scanning is part of paid Apollo plans

Advanced and Pro include a monthly page allowance. Simple includes none, so pages scanned on it count as extra usage. Apollo shows what your plan includes, what you have used so far, and the price of any extra pages before they are ever 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

See pricing

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. Longer documents are read in full — the header details, every line item, and the closing totals are merged into a single expense.

How accurate is invoice scanning?

Accuracy depends on the document, which is exactly why the result is always a draft you confirm. Apollo reconciles line amounts, tax bases and the document total against each other, and marks the draft as needing attention when they do not add up instead of saving it quietly.

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; Simple includes none, so every page scanned on it counts as extra usage. The app shows what your plan includes, what you have used, and the price of any extra pages. Extra pages are only charged after a billing administrator approves them.

What happens to the documents I upload?

They are sent to an EU processing region to be read, and they are not used to train models. Apollo asks the reader to delete the document as soon as processing finishes, though that cleanup is best effort and not something we can guarantee. The original file stays attached to your expense in Apollo.

Can I still enter expenses by hand?

Always. Manual entry sits next to scanning on every plan, and you can switch to it at any point — including while a scan is still running.