QUOTE  →  JOB  →  PAID

Snap the invoice. Skip the typing.

Photograph a supplier bill or shop receipt on your phone, or upload a PDF at your desk, and Kelpie reads the details into a draft expense or bill. No scribbling totals on the back of a docket, no re-typing merchant invoices into your books at 9pm, and nothing gets saved until you've checked it.

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  • Scan from your phone
“Kelpie put my whole business on my phone. I quote on site, the invoice goes out the second the job's done, and the money lands without me chasing it. Game changer for a small team.”
@hakeaprojects
Alex Tasseron
Hakea Projects · Fairfield, VIC
Alex Tasseron

From crumpled receipt to logged cost, without the admin.

Capture the document on site, Kelpie pulls out the details, you review and confirm, before the paper ends up in the glovebox or the merchant PDF sits in your downloads folder.

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Snap it or upload it.

  • Camera, gallery or PDF: take a photo at the counter, pick one from your camera roll, or drop in a supplier invoice PDF. JPG, PNG, HEIC or PDF, up to 25 MB.
  • On your phone or at your desk: scan from the Kelpie app on site, or drag and drop on the web when the invoice lands in your inbox.
  • Receipt or supplier bill: choose what you're scanning. A shop receipt becomes an expense, a merchant invoice becomes a draft bill with line items.

Kelpie reads the document.

  • Supplier, dates and amounts pulled out: merchant name, invoice number, issue and due dates, subtotal, GST and total, read straight off the document.
  • Line items on supplier bills: every material line captured with quantity and price, so the draft bill reflects what you actually bought, not just a lump sum.
  • Australian GST and ABN: amounts in dollars, GST handled the way your books expect. Supplier ABN read when it's printed on the invoice.

Review it, then save it.

  • A draft you check first: tweak the name, total, tax or job before creating an expense. For bills, confirm the read, then finish reviewing and approving on the bill screen.
  • Link it to the job: attach an expense to the job it belongs to so your costs stay with the work and nothing falls through the cracks when you invoice.
  • The original document stays attached: the photo or PDF backs the expense receipt or bill, and approved bills sync to Xero or QuickBooks without you typing the same numbers twice.
“I used to do quotes and invoices at the kitchen table well after I clocked off. Now it's knocked out from the ute before I've pulled out of the driveway, I've got my evenings back.”
Luc Dunbar
Luc Antony Garden Designs · Keilor East, VIC
Luc Dunbar
Questions, answered

What tradies ask about Smart Scanner.

Photos or PDFs of shop receipts and supplier invoices: JPG, PNG, WEBP, HEIC or PDF, up to 25 MB. Take a photo with your phone camera, pick one from your gallery, or upload a PDF from email.

A receipt scan creates an expense for fuel, materials from the shop, or anything you've paid for that needs logging against a job or reimbursing to a team member. A bill scan creates a draft supplier bill with line items, ready for you to review, approve and sync to your accounts.

Yes. Kelpie reads the document and shows you what it found, but nothing becomes an expense or bill until you confirm. If a total, date or line looks wrong, fix it before you save. The AI reads what's printed, it doesn't guess.

Yes. That's what it's built for. Tap scan on the Expenses or Bills screen, take a photo at the merchant counter, and Kelpie reads it while you get back to the job.

Yes. Bill scans capture individual lines, description, quantity, unit price and GST, and pre-fill a draft bill. You review the lines on the bill screen before approving.

For bills, Kelpie matches the supplier by ABN or name against your existing contacts, or creates a new supplier from what's on the invoice. You can change it on the bill before approving.

Yes. When you review a receipt scan, pick the job it belongs to so the cost lands on the right work and your job costing stays accurate when you go to invoice.

Approved bills sync through to Xero or QuickBooks like any other Kelpie bill, so you're not entering the same invoice twice. Expenses stay in Kelpie for job costing and payroll reimbursement.

You can retry a failed scan without using up another scan from your monthly allowance. If the read is mostly right but a field is off, just edit it during review. You stay in control.

Included on every Kelpie plan. Standard includes 20 document scans per person per month; the AI add-on lifts that to 200. A retry of a failed scan doesn't count twice.
14 days freeNo card needed

Stop re-typing merchant invoices at your desk.

Start your 14-day free trial today: no card, no lock-in, completely risk-free. So what are you waiting for?

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