How an invoice is read and checked
The steps below are what the service does, in order, and nothing more.
- 1
The file is opened
A PDF that has a text layer is read from its text. A scan or a phone photo is turned into page images and read from the pictures. You upload PDF, JPG or PNG, up to 20 MB each. A PDF must not be password-protected.
- 2
AI reads the fields
An AI model (Gemini) reads the invoice number, date, supplier and buyer with their GSTINs, place of supply, tax amounts, totals and the line items. It must return them in a fixed layout and is told never to invent a value; anything it cannot find stays empty.
- 3
Amounts that are not on the page are blanked
For a PDF with a text layer, any amount that does not appear in the PDF's own text is blanked instead of guessed, so you fill it in. For a scan or photo there is no text to compare with, so the reading is kept as returned and the checks below do the work.
- 4
The checks run
Required fields are present. Base amount plus tax equals the total. CGST + SGST + IGST + cess equals the tax total. The lines add up. Each GSTIN has the right form and check character (it is not looked up on the GST portal). The IRN has the right form.
- 5
The e-invoice QR code is read and compared
If the page has a GST e-invoice QR code, it is decoded and compared with what was read: number, date, total, both GSTINs and the IRN. Differences are listed. Fields left blank are filled from the QR code. The government's signature on the QR code is checked only when we hold the key for that period; otherwise the result says the signature was not checked.
- 6
A careful second read, only when needed
If a check fails, the invoice is read once more, carefully. Whichever read has fewer problems is kept. Invoices that pass the first time are not read again.
- 7
A verdict, with the reasons
Every invoice ends as Verified (every check passed) or Needs review (at least one did not, and the reasons are listed in plain words). A file that is not an invoice, or cannot be read, is shown as such.
- 8
You correct, then export
Open the invoice beside the original document, correct any field and the checks run again. Approve it when you are satisfied. Export one invoice, or many in one workbook, to Excel.
What the two verdicts mean
- Verified
- Every check passed. This means the numbers are consistent with each other (and with the QR code when there is one). It does not mean the invoice is genuine or that the supplier is registered.
- Needs review
- At least one check did not pass. Look at the reasons, correct the field beside the original, and the checks run again.
Limits, plainly
- Handwriting, crumpled pages and poor photos can be misread or missed. Expect more invoices to need review.
- For scans and photos, an amount the reader got wrong is only caught if it breaks a check (for example the totals no longer add up) or disagrees with the QR code.
- The QR code's government signature is checked only for the periods whose key we hold. Otherwise the result says it was not checked; the QR contents are still compared with the invoice.
- GSTINs are checked for form and check character, not looked up on the GST portal.
- An invoice with no QR code is checked by the other checks only.