SparkReceipt extracts a wide range of information automatically from receipts and invoices using OCR and AI processing. Users can also enrich or correct the data manually. This article explains which data points are automatically collected and which can be added or edited manually. These data can be exported as Excel, CSV, or PDF. Most of the data can also be delivered via webhook to third-party apps, or published to QuickBooks Online or Xero through a direct integration.

🧾 1. Automatically Extracted Data from Receipts & Invoices

When a user uploads a receipt or invoice, SparkReceipt automatically identifies and extracts key information. These data points come directly from OCR scanning, merchant detection, and built-in tax and currency logic.

Data Point	Description
Date	Purchase or invoice date read from the document. (Date Locale can be changed from the Profile)
Type	Expense / Income / Bank Statement / Other Document classification inferred automatically.
User	Auto-assigned based on who uploaded the document.
Merchant Name ("Name")	Extracted from the merchant header/logo or text.
Subtotal	Detected net amount before tax.
Tax Amount(s)	Extracted from any visible tax summaries.
VAT Breakdown	SparkReceipt identifies VAT rates such as: VAT 14% , VAT 25.5% , or any region-specific tax levels. Default VAT categories can be changed as a hint to AI.
Total	Total purchase amount extracted from the document.
Currency	Automatically detected from currency symbols or text. Daily Currency conversion is made to home currency
Converted Subtotal, Converted Tax, Converted Total	Auto-calculated when the document currency differs from your home currency.
Status	Typically auto-assigned (Processed, Pending, etc.).
Web Link	Auto-generated link to the document in SparkReceipt.
Document Files	Attached images/PDFs uploaded by the user.

✏️ 2. User-Editable or Manually Added Data Points

Users can enrich, categorize, or override specific information.

Categorization

Expense category (e.g., Bank charges, Meals, Software)
Assigned automatically if rules exist, but always editable manually.

Payment Information

Data Point	Notes
Payment Method	Users can select accounts, cards, reimbursements, etc.
Reference	Optional notes like invoice numbers or IDs.

Details / Notes

Free-form description to provide context.
Example: "Test expense" or "Client lunch – Project A".

Adjustments

Users may manually adjust:

Subtotal
Tax amounts
Total
Currency (if incorrectly detected)
VAT distribution (for multi-rate receipts)

📦 3. Summary of Data Categories (Updated)

Category	Auto Extracted	Manually Added / Editable
Document date	✔️	✔️
Merchant name	✔️	✔️
Subtotal / Tax / Total	✔️	✔️
VAT breakdown	✔️	✔️
Currency	✔️	✔️
Converted amounts	✔️ Auto-calculated	✔️
Categorization (Expense Category)	✔️ Determined automatically from detected items, place of purchase, and known category rules	✔️
Item-level categorization	✔️ On the Elite plan, items are automatically extracted and categorized	✔️
Payment method	✔️ if the last four digits of a saved payment card match the receipt	✔️
Reference	✔️ extracted from receipt if present (invoice number, order ID, etc.)	✔️
Tags	❌ (if not created by automation rule)	✔️
Notes / Details	❌ (if not created by automation rule)	✔️
Document file	✔️ (from upload)	✔️ (additional attachments)
Web link	✔️	❌

📘 4. Metadata Included in Exports (Not User-Edited)

The Excel export also contains top-level metadata:

Organization name
Date range of export

These are generated automatically by SparkReceipt during export and are not editable inside documents.