Bills · AI bill reading · First 10 bills free
AI invoice processing for purchase bills in India
ReconScribe Bills reads your purchase bills and vendor invoices with AI: vendor, GSTIN, bill number and date, every line with its HSN or SAC code, and the CGST, SGST or IGST split. It checks each bill for GST, arithmetic and duplicates, then builds an import file for Zoho Books, QuickBooks Online or your own Excel layout, and your first 10 bills are read free.
Two sample bills: one passed, one held
Two sample bills from the Bills demo. The companies and GSTINs are fictional (the GSTINs still carry valid check characters), and the checks are the product's own check code, run on these bills when this page was built.
metro-facility-MFS-0931.pdfPassed every check
Metro Facility Services Pvt Ltd
- Vendor GSTIN
- 29AADCM3456N1ZY (Karnataka)
- Document
- TAX INVOICE
- Bill number
- MFS-0931
- Bill date
- 26-Sep-2026
- Billed to
- Acme Industries Pvt Ltd, 27AAACA1234F1ZA
- Place of supply
- Maharashtra (27)
| Item | HSN/SAC | Taxable | GST | IGST | Total |
|---|
| Housekeeping, September | 998533 | 42,000.00 | 18% | 7,560.00 | 49,560.00 |
| Bill total | 42,000.00 | | 7,560.00 | ₹49,560.00 |
Checks
- ✓Passed: A final tax invoice, not a proforma, quotation, draft or receipt
- ✓Passed: Billed to Acme Industries Pvt Ltd, not to someone else
- ✓Passed: Vendor, bill number, date and total present, and the date not in the future
- ✓Passed: Vendor's GSTIN and yours pass their check character
- ✓Passed: Lines add up to the taxable value, and taxable value plus tax to the total
- ✓Passed: 18% is a GST rate, and each line's tax matches it
- ✓Passed: IGST, as Karnataka to Maharashtra crosses states
- ✓Passed: One bill in the file, read with confidence
- ✓Passed: Not a duplicate of another upload or an earlier export
skyline-proforma-PI-118.pdfHeld: never exported
Skyline Events LLP
- Vendor GSTIN
- 07AACCS9012M1Z5 (Delhi)
- Document
- PROFORMA INVOICE
- Bill number
- SKY/PI/118
- Bill date
- 06-Oct-2026
- Billed to
- Acme Industries Pvt Ltd, 27AAACA1234F1ZA
- Place of supply
- Maharashtra (27)
| Item | HSN/SAC | Taxable | GST | IGST | Total |
|---|
| Annual dealer meet, venue and AV | 998596 | 85,000.00 | 18% | 15,300.00 | 1,00,300.00 |
| Bill total | 85,000.00 | | 15,300.00 | ₹1,00,300.00 |
Why it is held
This is a proforma invoice ("PROFORMA INVOICE"), not a final bill. Book the final tax invoice instead: no input credit on a proforma invoice.
Mark reviewed does not release it. It stays out of every export until its document type is corrected or someone chooses to book it as a bill.
Checks
- ✕Failed: Not a final tax invoice: the heading reads "PROFORMA INVOICE"
- ✓Passed: Billed to Acme Industries Pvt Ltd, not to someone else
- ✓Passed: Vendor, bill number, date and total present, and the date not in the future
- ✓Passed: Vendor's GSTIN and yours pass their check character
- ✓Passed: Lines add up to the taxable value, and taxable value plus tax to the total
- ✓Passed: 18% is a GST rate, and each line's tax matches it
- ✓Passed: IGST, as Delhi to Maharashtra crosses states
- ✓Passed: One bill in the file, read with confidence
- ✓Passed: Not a duplicate of another upload or an earlier export
How it works
- Step 1
Upload a batch of bills
Drop up to 50 files at a time: PDF, JPG, PNG or WEBP, up to 10 MB each, within 25 MB of files held at once on free or 100 MB on premium. A file still in Bills, or exported before, is skipped rather than read again.
- Step 2
AI reads every field
Vendor, GSTIN, bill number, dates, place of supply, every line with HSN or SAC, quantity, rate and GST, and the totals. The first 10 bills are read on ReconScribe's key, then your company's own AI key carries on.
- Step 3
Review the flags, export the rest
A bill that passes every check is Ready. A flagged one waits in Needs review until you fix it, override it or mark it reviewed. Export the Ready bills for Zoho Books, QuickBooks Online or your saved layout.
What Bills checks on every bill
The checks are plain code, not AI, and run on every bill on every plan. A failed check puts the bill in Needs review, out of the default Ready export, until someone fixes it, overrides it or marks it reviewed.
Is it a bill at all
A proforma, quotation, draft, payment receipt, delivery challan or purchase order is held: there is no input credit on it. A held document never goes into an export file, whatever is selected, unless you choose to book it as a bill.
Is it addressed to you
The buyer is matched against your company's GSTINs, PAN, name and aliases. A bill to another company is flagged, your own sales invoice uploaded by mistake is held, and a bill between two of your own GSTINs is recognised as a branch transfer.
GSTIN check characters
A GSTIN's last character is a check worked out from the other 14. Bills recomputes it for the vendor's GSTIN and yours, so one misread character is caught.
The arithmetic
Lines must add up to the taxable value, each line must add up on its own, and taxable value plus tax plus round-off must equal the bill total, within one rupee.
GST rates and the tax on them
Every line's rate must be a GST rate, 0.25% and 3% included, and its tax must match that rate. Tax printed only as a footer total is tested against the lines' rates.
CGST and SGST, or IGST
The vendor's state is compared with the place of supply: CGST and SGST within one state, IGST across states, and CGST equal to SGST. IGST charged within one state is flagged, with a reminder that IGST is correct for a supply to an SEZ unit. With no place of supply printed, a mismatch is only a note.
Duplicates
The same vendor, bill number and financial year is flagged, against other files in Bills and against bills exported in the last two years, even after the free plan has cleared them.
Missing details and doubtful reads
A missing vendor, bill number, date or total, a date in the future, low AI confidence or more than one bill in a file sends the bill to Needs review. Credit notes, reverse charge and foreign currency are noted.
Free and premium
Start free: ReconScribe's AI reads your first 10 bills, then your company's own AI key carries on. Upgrade any time and ReconScribe's key reads 100 bills a month for you.
Free
- ✓Your first 10 bills read free by ReconScribe's AI
- ✓Upload bills in bulk: PDF, JPG, PNG or WEBP
- ✓Then read them with your own AI key
- ✓GST, arithmetic, duplicate and document-type checks
- ✓Export for Zoho Books, QuickBooks Online or your own saved format
- ✓Processed, not stored: files deleted after reading, within a day at most
Premium
- ✓ReconScribe's AI key included: 100 bills a month (a bill is up to 3 pages)
- ✓A stronger AI for scans and photos, and the strongest for the hardest bills
- ✓Vendor memory: upload your bill history once, and vendor names and accounts come out as your books have them
- ✓Your bill history kept, files kept 30 days after export
- ✓Priority support
Premium is priced per company. See pricing or write to admin@reconscribe.com.
From bill to import file
Set your accounting software once in Company & team and the export follows it; you can still pick another format for a single export.
For Zoho Books, the file uses the column names from Zoho's own Import Bills sample, one row per item, so Zoho maps every column by itself. Tax names follow Zoho India's defaults (GST18 within a state, IGST18 across states) and bills go in as Draft by default.
For QuickBooks Online, the file follows QuickBooks' own bill import sample, with each line booked to a category account or to a product or service. Both files leave credit notes out, because both products import them as vendor credits.
For Tally, Busy or anything else, save your own layout once: one row per bill or per line, Excel or CSV, your column order, header names and date format. Document type, currency and exchange rate are on by default, so a credit note or a dollar bill never reads like a rupee purchase.
Bills is self-serve. For larger teams, by invitation, Accounts Payable automation captures invoices straight from a vendor mailbox and adds an approval workflow.
Vendor memory: names and accounts as your books have them
On premium, you upload your bill history once, as a CSV or Excel export from Tally, Zoho Books or QuickBooks. Bills learns each vendor's name as your books spell it and the accounts its bills post to, per HSN or SAC code too.
New bills are matched by GSTIN, then by name, and come out with that vendor name and an account on each line, so the import goes in without fixing. Each export teaches it more. The learning is plain counting, not AI, and only a per-vendor summary is kept, never your file.
How your own AI key is handled
Your own AI key is stored encrypted, decrypted only for the call and sent to the provider in a request header. It is never logged, never shown back in full (only its last 4 characters) and never put in the prompt, so a bill with hidden instructions cannot make the AI reveal it. A provider's free tier may use what you send to improve its products, so use a key with billing turned on for client documents.
Frequently asked questions
How many bills can I read free?
10 bills, once per account owner, read on ReconScribe's key, each file up to 3 pages, and shared by every company the owner opens. After that, Bills keeps reading with your company's own AI key, and ReconScribe sets no bill count on it.
What does premium add for bill reading?
100 bills per company each calendar month on ReconScribe's key, for files of up to 15 pages; one bill is up to 3 pages, so a 7-page file uses 3. By default, scans and photos go to a stronger AI, and the strongest is there on request for a hard bill of up to 5 pages, using twice as many bills.
Which accounting software can I import the bills into?
Three formats: a Zoho Books import file, a QuickBooks Online import file, or your own saved Excel or CSV layout for Tally, Busy or any other software. Vendors and tax names must already exist in Zoho or QuickBooks under the same names, and in QuickBooks the accounts too.
What happens to a proforma invoice or a quotation?
It is held and never goes into an export file, since a proforma, quotation, draft, payment receipt or delivery challan carries no input credit. Marking it reviewed does not release it: only correcting the type, or booking it as a bill on purpose, does.
Will the same bill get entered twice?
Not without a warning. An identical file is skipped at upload, and a bill with the same vendor, bill number and financial year waits in Needs review as a duplicate, even against bills exported up to two years ago. If you add a bill exported earlier to a new file, the export screen warns that importing it again books it twice.
Does it read scanned bills and phone photos?
Yes: PDFs and JPG, PNG or WEBP images, up to 10 MB a file. On premium with ReconScribe's key, scans and photos go to a stronger AI by default, and an unencrypted PDF over 3 pages gets a quick look at page 1 first, so a bundle or a quotation stops before it uses your bills.
Are my bills stored?
Only briefly on the free plan. A file is cleared 10 minutes after it is read, at the next clean-up (whenever Bills is used, and once a day), and an unread file after 24 hours. The read details go 10 minutes after export, or 7 days after upload if never exported. Premium keeps the bill history and deletes each file 30 days after export, or 90 days after upload if never exported.
Do I still need to review the bills?
Yes. Flagged bills wait in Needs review with the reason in plain words. A Ready bill has passed every check, but the checks test the bill's own consistency, so a quick look at HSN codes, dates and bill numbers before import is still worth it. Every field stays editable, and the AI's original reading is kept beside your edits.
Bills, free to start
Upload vendor bills in bulk. AI reads them, checks GST and totals, and builds your import file.
