Upload and review received bills

Bills stores documents issued by suppliers to your team's company. It is not the same section as Invoices, which contains documents issued by companies managed in Holidario.

Prepare the files#

Each file must be a PDF, JPG, JPEG, or PNG no larger than 1 MB, and it should contain one recognizable document. You can upload up to 20 files at once.

Before uploading:

• remove duplicates from the batch;
• confirm that text and amounts are legible;
• use filenames that identify the supplier and date;
• confirm that you are in the team that received the bills.

Upload the bills#

1. Open Finance > Bills.
2. When Process uploaded documents with OCR is available, it is selected by default. Clear it before selecting files if you do not want to send this upload to OCR.
3. Drag files into the upload area or select Upload Documents.
4. Wait until the summary reports successful and failed files and, if you requested OCR, confirms that the batch was queued.
5. If only some failed, note the rejected filenames; do not upload the entire batch again.
6. Open or edit one of the created bills to continue reviewing it.

The OCR option is enabled for a person with bill-creation permission when Document Intelligence has a valid connection and an administrator has recorded that the Azure resource belongs to the team and uses a supported EU region. Using OCR does not grant access to the integration settings or key. When eligible, it is selected by default, but you can clear it for an individual upload. If it remains selected, each successful file first creates its bill and is then sent to the team's Microsoft Azure Document Intelligence resource by a background job. Upload still creates and preserves the document if the subsequent queue step fails; in that case, process those bills later from the list. Initial amounts may be blank or zero until you complete them manually or OCR finishes.

Order the documents within a record#

If one record contains several attached documents, drag their cards or use the arrow buttons to define one sequence. The visible number is the position that will be saved, and the first file is used as the primary document when an action, including OCR, must choose only one.

Wait for every file to finish processing before reordering or saving. After saving, open the record again and verify both the first document and the complete sequence. Do not combine separate bills into one record merely to use this ordering.

Extract data with OCR#

If the team has Document Intelligence connected, a person who can create bills can request OCR during upload. A person who can read and update the relevant bills can later run Bulk Process OCR or process one document from its details. Neither operation requires permission to view or edit the Document Intelligence configuration.

The batch runs in the background. When it finishes, open every record and compare it with the source document:

• supplier name, tax ID, and address;
• bill number and date;
• currency;
• subtotal, tax, and total.

OCR updates fields on the record. Never treat its output as automatic accounting or tax validation.

Before applying OCR-inferred supplier details, Holidario normalizes the extracted supplier tax ID and looks for an exact tax-ID match in earlier active bills from the same team. When a match exists, saved supplier details take priority: the most recently updated matching bill supplies the name and tax-ID spelling, and older exact matches may fill a missing address. Without an exact match, the OCR-inferred name, address, and tax ID are used. No supplier information is copied across teams. Always compare the selected details with the source document because saved data may be outdated or incorrect.

When you save a supplier name manually or through OCR, Holidario standardizes recognized legal-form spelling, punctuation, spacing, and capitalization. For example, Acme, S.L. is saved as ACME SL. When no jurisdiction is supplied, formatting is applied only if the supported country rules produce the same canonical name; Holidario does not infer or save a supplier's legal domicile. Recognized branch qualifiers are retained in the canonical name so different branches remain distinct. This formatting does not select or merge a supplier: similar, unrecognized, unsupported branch-qualified, or ambiguous company names remain as entered. Always verify the supplier's tax ID and address against the source document.

In the create or edit form, enter at least two meaningful characters in either Supplier Name or Supplier Tax ID to see matching suppliers from earlier active bills in the current team. The search uses only the field being edited; it does not search addresses or bill titles. Choosing a suggestion replaces the supplier name, tax ID, and address with the details stored for that provider, including clearing a detail for which the selected suggestion has no value. The legal name is shown in its normalized form when Holidario recognizes the legal form. Selection is optional: you can keep typing a new or similar supplier name, and no match is enforced. Verify all three fields against the source document before saving.

An optional, explicitly initiated maintenance pass can also consolidate spelling variants for self-employed suppliers when at least two bills share the same normalized tax ID. A name is eligible only when the complete names differ by case, accents, spacing, or punctuation; materially different names and recognized company legal forms are skipped. The most frequently used existing spelling is proposed, with the most recently recorded matching bill used only to break a tie. The review is read-only by default, masks tax IDs in its output, and requires a separate explicit apply action.

Before deciding what to correct manually, an operator can request a separate possible-match report. It compares an unrecognized name with an existing legal-form name only when their complete company bases are identical, reports longer personal-name variants that differ only by connector particles such as de or del when at least three other name tokens agree in order, and identifies same-tax-ID names when one complete name is a word-for-word prefix of the other. The report labels whether tax IDs agree, are missing, or conflict, but never displays those identifiers. These are review candidates, not normalization instructions: the possible-match relationship is never used to change either name, even when the command's apply option is also present. Any exact legal-form or shared-tax-ID normalization plan remains independent. Confirm every candidate against the original bill and supplier tax ID before making a manual correction.

Review amounts#

Use Check VATs to find missing amounts, mismatches between subtotal, tax, and total, or values that do not match configured rates. VAT check settings opens before the check starts. In Check bills from, enter the complete inclusive start date. It defaults to January 1 of the current year, for example 01/01/2026 during 2026. Bills with an earlier date are ignored. Include bills without a date is enabled by default; turn it off when those records should also be omitted from this run.

This is an arithmetic, assistive check; open every issue and compare it with the document. The summary reports how many bills were checked, how many predate the start date, and how many undated bills were omitted.

Save corrections and rerun the check until expected records no longer appear as issues.

Saving a received bill does not prove that it is unique, complete, or arithmetically consistent. The current form does not block a repeated bill number or require subtotal, tax, and total to agree. Verify those controls against the source document before exporting or handing the data to accounting.

Download selected documents#

1. On the received-bill list, select only the records whose files you need.
2. Choose Download documents as ZIP from the batch actions.
3. Wait for the job to finish, then download the ZIP from the batch status.
4. When the generated copy is no longer needed, acknowledge the batch to remove its downloadable file. This does not delete the bills' original documents.

The ZIP includes both Bill Documents and Supporting Documents and places every file directly in the archive root, without per-bill or per-document-type folders. Duplicate filenames receive a suffix so one file never replaces another. Selected bills without documents are skipped and the message reports how many were omitted. If none contains a file, no batch is created.

The user needs bill-read permission and access to every selected bill. Holidario checks that access when the batch is requested, checks it again in the background task, and requires access to every included bill when downloading. If the user loses access before the batch runs, the ZIP is not generated. The archive is stored in the team's private storage and remains available as a batch result until the batch is acknowledged or cancelled. It may contain tax, bank, or personal data from the originals; protect it and share it only with authorized recipients.

Errors and recovery#

• Type or size rejected: convert or compress only the affected file, then upload it again.
• OCR is not configured: complete the data manually or ask the administrator to review the integration.
• Automatic OCR is unavailable: ask an administrator to check the connection, EU region, and Azure resource-ownership confirmation; you can upload without selecting the option.
• Document uploaded but OCR not queued: do not upload it again. Select the bill that already exists and run OCR later.
• No file for OCR: attach a document to the record first.
• Wrong OCR result: edit the fields; always retain the source document.
• Batch is queued: wait for completion and review the batch job. Do not start another job for the same records while it is active.
• Bill without documents in a ZIP download: it is omitted; if every selected bill is empty, attach the documents and try again.
• ZIP already downloaded: acknowledge the batch to remove the generated copy without deleting the original documents.
• Azure is limiting requests: leave the batch queued. The affected bill job waits for Azure's retry interval and retries automatically with increasing delays; do not upload the document or start OCR again.
• Repeated supplier: use the suggestion from earlier bills, but verify tax ID and address before saving.

Next step#

After every field has been compared, select only the required records. Use Export to CSV for accounting data or Download documents as ZIP to collect the original files. Neither export replaces checking the source document.