Document Scanner (AI)
Scan invoices, purchase orders, delivery notes and other documents with the camera or import a PDF: artificial intelligence reads the document, automatically fills all fields and creates the Odoo record in seconds — without manual typing.
Overview
SiltaFlow AI Document Scanner turns physical or digital documents into reviewable Odoo drafts. Capture paper documents with the camera, import PDFs or images, and use OCR, native text and AI Vision to extract headers, lines, amounts and posting data.
The result is a pre-filled form you can review and correct before sending it to Odoo. The partner must be selected manually and product matching starts from review, so the user always confirms important links before creation.
AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits.
Key Features
- Camera scanning — Capture paper documents with automatic perspective correction and straightening; up to 10 pages per document.
- Import PDFs and images — Import PDF, JPEG, PNG and WebP directly from gallery or device storage.
- Automatic AI extraction — Artificial intelligence reads the document and fills all fields: header, supplier/customer data, lines with products and amounts.
- Guided product matching — Start matching from review; candidates are evaluated and shown with a confidence indicator.
- 11 document types — Invoices, credit notes, purchase orders, delivery notes, receipts, expense notes and payments, each with its own dedicated workflow in Odoo.
- Complete review before sending — All extracted fields are editable; you can add or delete lines before creating the record.
- Automatic archiving in Odoo — The document can be uploaded to Odoo Documents or attached with fallback; upload is separate from record creation and shows a warning if it fails.
- History with Excel export — All processed documents are saved in a local history with thumbnails, colored statuses and the ability to export data to Excel.
How to Acquire a Document
You can bring a document into the scanner in three different ways. Choose the most convenient based on the type of document you have available.
Camera — Paper documents
Tap the Scan button to open the camera. Place the document on a flat surface: the green border that appears on the screen indicates that the system has automatically detected the document margins. Take the photo and, if necessary, add more pages by tapping the appropriate button.
The camera automatically corrects perspective (e.g., photos taken from the side) and straightens text. After capture you can delete individual pages, add new ones or start over by tapping "Restart". Each document can have up to 10 pages.
For best results, shoot in a well-lit environment on a uniform colored surface. Avoid light reflections on the sheet. The camera handles perspective and rotation, but does not compensate for poor lighting.
PDF — Digital documents
Tap the Import PDF button and select the file from your device. For PDFs with selectable text (those sent via email, for example), the text is extracted directly without needing scanning. For PDFs that are scanned images, the system automatically applies optical character recognition before proceeding with AI extraction.
For mixed PDFs, SiltaFlow uses a hybrid mode: it keeps native text where available and applies OCR to scanned pages. If text is missing or unreliable, it prepares the AI Vision fallback using available images.
Images — JPEG, PNG, WebP
You can also import already-taken photos. Tap Import Image and select the file from the gallery or storage. JPEG, PNG and WebP formats are supported.
For paper documents, always prefer scanning with the camera rather than importing photos from the gallery. The scanner camera is optimized for documents and produces better results, especially on tables and complex layouts.
AI Data Extraction
After acquiring the document, tap Extract with AI. The app sends the chosen document type, OCR or native text and, when needed, images for Vision analysis.
The extracted data is organized in three main sections:
- Document header — document number, date, due date, reference and currency.
- Partner data — company name, VAT number, full address, city, postal code and country.
- Document lines — for each line: product code, description, quantity, unit price, discount, VAT rate and subtotal. Cascading discounts are also supported (e.g., 30+10+5%).
After extraction, the system automatically checks that the totals calculated by summing the lines match the totals reported in the document. If there is a significant difference, an orange warning is shown inviting you to verify the lines before proceeding. The warning does not block sending: it is just a reminder for a quick check.
All extracted fields are editable before sending to Odoo. You can correct values, add missing lines with the + button and remove unnecessary ones.
Partner Search
The partner field (supplier or customer) always requires manual confirmation. Tap the field to start searching: type the name or VAT number and select the correct partner from the list of Odoo contacts. This step is mandatory and cannot be skipped, to avoid incorrect matches between documents and records.
Supported Document Types
The scanner supports 11 document types: vendor/customer bills, vendor/customer credit notes, purchase/sales orders, delivery notes, goods receipts, expenses, customer receipts and vendor payments. AI does not decide the type: you select it before scanning or importing.
Accounting
| Document Type | When to use |
|---|---|
| Vendor Invoice | Invoices received from suppliers to record in Odoo |
| Customer Invoice | Invoices issued to customers |
| AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits. | AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits. |
| AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits. | AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits. |
| Expense Note | Receipts and travel receipts for expense reimbursements |
| Customer Payment | Payments received from customers |
| Supplier Payment | Payments made to suppliers |
Purchases and Sales
| Document Type | When to use |
|---|---|
| Purchase Order | Orders received from suppliers or to be digitized as purchase orders in Odoo |
| Sales Order | Orders received from customers via email or fax to be entered in Odoo |
Warehouse
| Document Type | When to use |
|---|---|
| Delivery Note | Transport documents accompanying goods outbound |
| Goods Receipt | Supplier delivery note accompanying incoming goods, to create a stock receipt in Odoo |
Product Matching to Catalog
Product matching does not start by itself: in review, tap Start Matching. SiltaFlow searches Odoo candidates using product code, barcode, supplier references when the partner is selected, description keywords and price.
An LLM evaluates candidates and assigns confidence: high from 80 up, low from 50 to 79, no match below threshold. You can confirm the candidate, select a product manually or mark the line as Not in catalog.
How the search works
The search happens in two phases. First, Odoo products are searched by internal code, barcode and supplier reference. Then, among the products found, artificial intelligence evaluates which best matches the description extracted from the document and preselects it.
Reliability Indicators
Each document line shows a colored indicator:
| Indicator | Meaning | What to do |
|---|---|---|
| Green — Match found | The product was matched with high confidence | You can confirm directly with one tap |
| Orange — Uncertain match | A product was found but the match is not certain | Verify that it is the correct product before confirming |
| Red — No match | No product found in the catalog | Manually select the product or choose "Not in catalog" |
To maximize automatic matching, ensure that products in Odoo have the internal code, barcode and supplier reference filled in. The more structured information available, the more lines are matched without manual intervention.
Product Not in Catalog
If a product is not present in the Odoo catalog, you can select the "Not in catalog" option for that line. You will be asked to indicate the accounting account to use for recording. This way you can still create the complete Odoo document without first needing to insert the missing product in the catalog.
Review and Send to Odoo
Before sending the document to Odoo, you have a complete module with all extracted data. You can modify any field by tapping it, add lines with the + button or delete them by long-pressing on the line.
When you are satisfied with the data, tap the Create button (the name varies based on document type: Create Invoice, Create Order, etc.). The record is created on Odoo and, if you have configured automatic archiving, the document is uploaded to Odoo Documents and linked to the newly created record. Upon completion 1 credit is deducted.
AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits.
Profiles and Additional Fields
Profiles are optional configurations tied to a document type. They can add AI instructions, keywords and extra Odoo fields to extract, especially in flows where SiltaFlow retrieves field mapping from the server.
From the scanner home, tap Field Configuration, select the document type and configure the profile. The app distinguishes document and line fields, shows supported writable fields and allows multilingual keywords. For many2one fields you can download values from Odoo and correct the match before sending.
If you are not sure which keywords to use, tap the Generate keyword AI button: artificial intelligence automatically suggests the most common variants for that field in the document language.
Configure profiles before you start using the scanner in production. Even a few well-chosen keywords for the most important fields significantly reduce the number of fields you need to manually fill in after extraction.
Automatic Archiving on Odoo
After record creation, SiltaFlow can automatically upload the scanned document (image or PDF) to the Odoo Documents folder of your choice, linking it to the created record. This way you always have the original paper at hand, directly from the Odoo record.
You can configure this feature separately for each document type, choosing the destination folder and the name to assign to the file. The name can be auto-generated using placeholders like {type}, {number} and {date}: for example the pattern {type}_{number}_{date} automatically produces names like invoice_2024-001_20240315.
Automatic archiving to Odoo Documents requires Odoo 17 or later with Documents active. If Documents is unavailable, SiltaFlow uses a fallback as user attachment; it should not be considered a guaranteed automatic link to the created record.
Auto-upload is configurable by document type. File names can use placeholders such as {document_type}, {document_number}, {document_date}, {partner_name}, {reference} and {timestamp}.
Document History
All processed documents are saved in the app's local history. You can access the history to see the status of each document, resume those not yet sent and review previously extracted data.
Each document in the history has a colored status:
| Status | Meaning | Available Action |
|---|---|---|
| Pending | Document acquired, extraction not yet started | Start extraction |
| Extracted | Fields extracted, document not yet sent to Odoo | Resume and send |
| Created | Odoo record created successfully | Open in Odoo or export to Excel |
| Error | Error during record creation | Resume and retry |
Excel Export
From the history you can select multiple documents and export them to Excel. Two modes are available:
- Header + Lines — One sheet with summary data for each document and a second sheet with all lines, linked to the header. Useful for a complete review before posting.
- Lines Only — Only the lines of the selected documents. Useful for data analysis or imports to other systems.
You can also filter the history by status before exporting: for example, select only documents in "Extracted" status to export the data and have it reviewed in the office before sending it to Odoo.
Use Cases
Register supplier invoices on the go
A purchasing manager receives paper invoices from suppliers during a trade show. Instead of accumulating them and typing them when returning to the office, they take a photo of each invoice with SiltaFlow. The AI extracts all data and matches products to the Odoo catalog. With a quick review of just a few seconds per document, invoices are created directly in Odoo in draft status, ready for accounting validation.
Register receipts from delivery notes
The warehouse operator receives a pallet with a paper delivery note from the carrier. Scans the document: the AI identifies the products and quantities, and creates a stock receipt in Odoo already pre-filled with all lines. The delivery note is automatically archived on Odoo Documents in the configured folder, with standardized name.
Manage travel expense notes
A traveling agent photographs each evening the receipts accumulated during the day. The "Expense Note" type extracts amount, supplier, date and expense category. Notes are created with the attached document, ready for manager approval.
Enter customer orders received via email
The sales office receives PDF orders from customers via email. Instead of manually recopying the lines in Odoo, they import the PDF as "Sales Order". The AI extracts customer, products, quantities and prices. Products are matched to the catalog via supplier reference. The order is created in seconds, with only unmatched fields highlighted for quick review.
Requirements and Limits
To use the Document Scanner AI in SiltaFlow you need:
- Active internet connection (necessary for AI extraction and to create records on Odoo)
- An Odoo account with access credentials (server address, database, user and password)
- AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits.
- Android device version 10 or later
- Device camera (for scanning paper documents)
Some limitations to keep in mind:
- Each camera scanning session can handle a maximum of 10 pages. For longer documents, divide into multiple scans.
- Accurate extraction requires good image quality. Very wrinkled documents, faded text or handwritten documents may require more manual corrections.
- Partner selection (supplier or customer) always requires manual confirmation. It is not possible to create a document with an unverified partner.
- Auto-upload is separate from creation: if the Odoo record is created but upload fails, the credit remains consumed and the app shows a warning.
- Only image capture with the camera works offline, but AI extraction and record creation require an internet connection.
Tips
For paper documents always use the integrated scanner camera, not the device's standard camera. The scanner camera automatically corrects perspective, rotation and uneven lighting, producing images optimized for AI extraction.
Always verify the suggested partner before confirming. Similar company names or groups with multiple legal entities can create ambiguity: one second of attention prevents recording errors.
Before a massive digitization session, do a small trial with 2-3 documents and use Excel export to verify extraction quality. If necessary, add keywords to profiles before proceeding with the rest.
AI features require an external provider configured by you. Any usage fees are billed by that provider; SiltaFlow does not sell AI credits.
If you see a warning about total discrepancy, first check the lines with discounts: cascading discounts (e.g., 30+10+5%) and rounding are the most common cause of small differences between the calculated total and the one reported in the document.