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What is OCR recognition and how does it work?

OCR is a smart technique that reads the text from a pdf document, photo or scanned document and converts it into usable data. The use of OCR within Robaws is situated in the incoming invoices module. By using the OCR function you save time, because you do not have to enter all details of the incoming invoice manually.

Within Robaws we work with 2 types of OCR: fast OCR and premium OCR. The difference between the two lies, among other things, in the price, the reading speed and the way of processing.

Using OCR recognition is a chargeable function: fast OCR costs € 0.15 per invoice, premium OCR € 0.70 per invoice. OCR use is not included in your Robaws subscription and is invoiced monthly. You can always find the current rates via settings > incoming invoices > OCR.

Conditions

Before OCR can get to work, a number of details have to be set. If these are not completed, the invoice is still created, but without the recognised details.

VAT number. Complete this via settings > general > company. OCR uses the VAT number to recognise the supplier and the invoice correctly.
KvK-number (Netherlands only). If you work with a Dutch VAT number, the KvK-number field also has to be completed via settings > general > company. This is not necessary for Belgian and German companies.
A configured payment method. OCR is not available during the trial period, and it does not work either as long as no payment method has been set up under billing.

Use

There are 3 ways to have an incoming invoice read in.

Tip: as soon as OCR is activated, the Pending scans action button appears on the overview of the incoming invoices. Whichever route you use, that is where you see which documents are still being recognised. After an upload you are taken to that overview automatically.

Forwarding to the RobawsBox

You can forward an incoming invoice that you receive from a supplier by e-mail directly to the RobawsBox. The file in the attachment is regarded as the file that has to be read in and created as an incoming invoice in Robaws. No further actions are needed here.

Attention: every attachment you forward to the RobawsBox is converted into an incoming invoice. So remove files that are not an incoming invoice (for example general terms and conditions, a brochure, and so on)

Uploading in Robaws

Via the overview screen of the incoming invoices you use the Upload purchase invoices action button at the top. In the window that opens, you choose under Send to which RobawsBox has to read the document in, you add the files and you click Send.

Via the web window you can upload pdf and xml files. If you want to have a photo of a till receipt or invoice read in, use the Robaws App.

Window for uploading incoming invoices in Robaws

Uploading in the Robaws App

In the Robaws App menu you have an 'upload purchase' option. This option is only visible if OCR is activated via settings > incoming invoices > OCR. This way you can upload a file from the gallery on your smartphone, or take a photo straight away with your camera.
This file is sent to the default RobawsBox: the first active RobawsBox without a suffix. The settings of that RobawsBox are followed when reading it in.

Tip: this is a handy way to quickly forward a till receipt or incoming invoice to Robaws while you are on the road.

Settings

Via settings > incoming invoices > OCR you switch the Active toggle on to use OCR. On the same page, under RobawsBox, you find the configuration of your RobawsBox(es).

It is only when setting up the RobawsBox that you choose the OCR Type you want to use. If you choose Premium, two extra options appear:

Detect lines — the individual invoice lines are read in as well, instead of only the totals.
Detect quantities and unit prices — on top of the lines, the quantity and unit price per line are also recognised. This option only appears if 'Detect lines' is switched on.

With the Fast type these options are not available.

Updated on: 08/09/2026

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