OmniDocHow to identify electronic invoices: upload the original file for identification
Electronic invoice recognition is more suitable to use the original PDF file directly instead of screenshots. This article explains the reasons, gives the steps to upload PDF, determine whether OCR is required, check fields and export to Excel, and explains that identification does not mean checking authenticity.
Key points of this article
- Electronic invoices are prioritized to be identified using the original PDF downloaded from the invoicing platform. The text layer is complete and the fields are not easily misidentified.
- Screenshots are pictures and require OCR. Skewing, compression and cropping will affect the accuracy of numbers and amounts.
- First try to select the text in the PDF: if it can be selected, it is the text version. If it cannot be selected, do OCR.
- After the identification is exported, the amount, tax amount, invoice number and date must be checked item by item with the original, and the OCR results require manual confirmation.
- Identification only extracts the contents of documents and cannot replace official inspection by the tax department.
When reimbursing, accounting, or organizing travel expenses, many people have a bunch of electronic invoices in their hands, and they need to enter the invoice code, number, amount, and tax fields into the form. The direct way is to take a screenshot and scan it with a recognition tool, but the result is often misaligned numbers, one decimal point missing for the amount, or the name of the buyer is missing. The problem is often not with the tool, but with the input file itself.
This article is written for people who need to organize electronic invoices in batches. After reading, you will know why electronic invoices should be identified with original files instead of screenshots, how to use OmniDoc to upload PDFs, determine whether OCR is required, export fields as tables, and then check the results item by item. What we are talking about here is the document processing method, not checking the authenticity of the invoice.
How to identify electronic invoices more accurately? One sentence conclusion
Conclusion: For electronic invoices, it is preferred to use the original PDF file downloaded from the invoicing platform or email for identification; only when the original file cannot be obtained, screenshots will be considered, and more verifications are required.
| your situation | Recommended practices | reason |
|---|---|---|
| The invoice is a PDF downloaded from the invoicing platform or email | Open the PDF directly, try to select the text first, and then export the fields | The text version of PDF comes with a text layer, so numbers and amounts do not need to be guessed based on images. |
| Invoices only have screenshots or photos | First use OCR to identify, and then check item by item with screenshots | Pictures need to be recognized. Skewing, blurring, and compression may lead to digital errors. |
| The invoice is a PDF scanned from paper. | Use OCR to process and export, focusing on checking the amount and number. | The scanned document does not have a text layer and requires OCR to extract the content. |
| Need to convert foreign language invoices into Chinese | Upload PDF to omnidoc.top for translation, choose translation only or bilingual comparison | The translation function is suitable for reading and archiving. It is still recommended to use the original document for field entry. |
The advantage of the original PDF is that the text itself already exists in the file, and the recognition process does not need to infer the text from the pixels. Screenshots have an additional image recognition link. When the font size is small, there are shadows on the edges, or they are compressed, numbers such as "8" and "6", "1" and "7" are easily confused.
Before you start: Confirm these points first
Before taking action, judge the file and purpose in hand first, which can save a lot of rework.
- Confirm file source. PDFs downloaded from the invoicing platform, email or reimbursement system are usually the original files and should be used first. If you only have screenshots in the chat software, it is recommended to request the PDF version from the invoicing party again.
- Confirm what field you want. Common fields include invoice code, invoice number, invoicing date, buyer and seller names, tax number, amount, tax amount, and total price and tax. Make a list first, and then you’ll know which items to check after exporting.
- Prepare an original copy for comparison. No matter what tool is used for identification, there must be an original that can be opened. The recognition result is only the extracted content, and the original should ultimately prevail.
- Clear the difference between identification and inspection. Exporting the invoice content into a table only shows that the file content has been extracted, but does not prove that the invoice is authentic and valid. Authenticity checks should be done through official channels such as tax authorities.
- Protect personal and business information. The invoice contains information such as tax number, address and phone number. Before uploading to the online tool, confirm that the usage scenario of the tool meets the requirements of your organization; when sensitive financial information is involved, priority is given to processing it on the local client.
Steps to identify electronic invoices and export fields in OmniDoc
- Get original PDF. Download the invoice file from the invoicing platform or email, keep the original file name and format, do not take a screenshot or save it as an image first.
- Install the OmniDoc desktop client (if required). Go to download.omnidoc.top to download, supports Windows, macOS and Linux. The PDF editor and OCR functionality are both in the client.
- Open the invoice PDF with OmniDoc. After opening, check whether the page is complete and make sure there is only one invoice and it has not been cropped.
- Determine whether it is a text version. Try using the mouse to select a piece of text on the invoice, such as the buyer's name. If it can be selected, the description is a text version and can be exported directly; if it cannot be selected, the description is a scanned copy or picture and requires OCR.
- Perform OCR on the scan. If it is a scan, use the OCR function in the PDF editor. After the recognition is completed, try to select the text again to confirm that the text layer has been generated.
- Export to Excel. Use the export function to export content to Excel format. After exporting, the table may not be arranged exactly according to the invoice layout, and the positions of each field need to be manually sorted.
- Organize the fields in the table. Arrange the invoice code, number, date, amount, tax amount, etc. according to the list, delete redundant explanatory text, and unify the digital format of the amount.
- Compare item by item with the original. Open the original PDF, compare each field in the form, focus on checking the numbers and amounts, and confirm that they are correct before using them for reimbursement or filing.
Check each item after completion
Identifying and exporting is only the first step; verification ensures that the form is usable. The following suggestions should be checked one by one.
| Check items | How to see | What to do if there is a problem |
|---|---|---|
| Invoice number and invoice code | Compare it bit by bit with the original, paying special attention to easily confused numbers such as 0, 6, 8, 1, and 7. | Manual correction; if it is a scan, re-OCR and zoom in on the area to check |
| Invoice date | Check the order and digits of year, month and day to make sure they are consistent with the original. | Manually correct them in a format such as "2025-01-01" |
| Amount, tax amount and total price and tax | Check the decimal point position and check "amount + tax = total price and tax" | If the numbers are misplaced or the decimal point is missing, the original numbers shall be used for modification. |
| Name of buyer and seller, tax ID number | Compare it word for word and pay attention to whether there are missing words or errors in traditional and simplified Chinese. | The name and tax number must be word for word, and any deviations must be corrected immediately. |
| Table structure | Each invoice corresponds to one line, and the fields are not serialized. | If an invoice takes up multiple rows, rearrange the order of the columns |
If a large number of errors are found during verification, the scan quality or OCR results are not satisfactory. The better approach at this time is to re-obtain the original PDF instead of hard modification one by one.
📊 Core comparison: original PDF and screenshot recognition
| Comparative item | Original PDF | Screenshot or photo |
|---|---|---|
| text source | The file has its own text layer, most of which can be selected directly | Need to recognize text from image |
| Numerical accuracy | Usually more stable, but still needs to be checked | Affected by sharpness, angle and compression, more prone to errors |
| Operation steps | Open, select, export, fewer steps | Usually OCR is required first and then corrected item by item. |
| Suitable for the scene | Daily reimbursement and batch sorting | Emergency handling when only screenshots are available and originals cannot be obtained |
🎯 Which method is suitable for you?
- Those who frequently make reimbursements and need to organize them regularly: It is recommended to establish a fixed habit, download the PDF immediately after invoicing and archive it on a monthly basis, and use the original file directly when identifying.
- People who only occasionally process one or two invoices: You can first check whether the text can be selected, and then export it directly, eliminating the OCR step.
- Person responsible for financial verification: No matter what method is used, the original copy must be kept, and the identification method and verification person must be noted in the form to facilitate subsequent review.
❓ Frequently Asked Questions (FAQ)
1. The amount of the electronic invoice does not match after recognition. Is the recognition wrong?
It could be a recognition error or it could be caused by the way the original itself is displayed. First check the position of the decimal point and comma against the original PDF, and then see if it is a misreading of the numbers caused by the scanned document. Modifications can be made based on the original numbers.
2. What should I do if the invoice is in OFD format?
First confirm whether the invoicing platform provides PDF download. If you can only get files in other formats, it is recommended to re-export the PDF version from the platform before identifying and exporting.
3. Can the identified form be used directly for reimbursement?
Not recommended for direct use. The form is only the result of extracting the content and should be checked item by item with the original before submission, especially the amount, tax number and invoice number.
4. Can the recognition results be used to determine whether the invoice is genuine?
cannot. Recognition and export only turn the file content into a table and do not mean verification. The authenticity of the invoice should be checked through official channels such as the tax department.
5. How to process electronic invoices in foreign languages?
If you need to read the content, you can upload the PDF to omnidoc.top for translation, and choose to download only the translation or bilingual comparison. The translation results are suitable for understanding and archiving. When entering financial fields, the originals must still be used and professional terminology must be checked.
📝 Summary
The key to electronic invoice identification is to use the right file: give priority to the original PDF, first determine whether it is a text version, then export it into a table, and finally check it item by item with the original. The identification only extracts the content and does not replace the authenticity check. By following this process, the arrangement of electronic invoices will be more stable and easier to review.
