Expense Digitization in Odoo 18: OCR and AI-Powered Scanning Guide

Odoo's Expense module's expense digitization streamlines how companies handle employee spending. In the past, businesses relied on manual processes like spreadsheets, paper receipts, and email approvals, which frequently resulted in mistakes, delays, and lack of transparency. Odoo 18 offers a completely digital approach that allows employees to record expenses by uploading receipts, managers to verify them instantly, and accountants to enter them straight into the books.

Benefits of Expense Digitization

Digitization Options

Navigate to Expenses > Configuration > Settings to configure digitization mode:

Using Digitize on Demand

This feature gives complete control over which receipts get scanned, avoiding unnecessary digitization and saving OCR credits.

1. Go to My Expenses menu
2. Click Upload button
3. Select the receipt file from pop-up
4. Document appears in expense form
5. Click Digitize Document button
6. Refresh page—data automatically extracted to fields
7. Verify information and make modifications if needed
8. Confirm the expense

Using Automatic Digitization

The integrated AI-powered OCR feature automatically processes all uploaded receipts. This is part of an In-App Purchase (IAP) service requiring prepaid credits.

Setup Steps

1. Open Expenses > Configuration > Settings
2. Turn on Expense Digitization (OCR) option
3. Select Digitize Automatically as preferred approach
4. Click Save

How It Works

1. Go to My Expenses
2. Click Upload or Attach Receipt
3. Select the file—no Digitize Document button appears
4. System automatically processes the receipt
5. Refresh page—fields auto-populated with extracted data
6. One credit consumed per digitized document

Managing OCR Credits

Each document digitization consumes one credit. Purchase credits through:

• Expenses Settings page directly
• Settings > Odoo IAP > Manage Services > Buy Credits

Conclusion

The Odoo 18 Expense module's expense digitization replaces manual entries with automated workflows, streamlining the entire reimbursement and cost management process. With just a few clicks, managers can verify and approve, and employees can easily upload receipts, classify expenses, and submit them. By utilizing OCR scanning, mobile accessibility, and accounting connectivity, Odoo 18 builds a transparent and effective expense ecosystem that saves time, reduces mistakes, and improves financial control.