AI Receipt Scanning: A Practical Guide for Belgian Construction SMEs

How AI Receipt Scanning Works

1. Take a photo of the receipt with a smartphone.
2. The app sends the image to an AI model trained on typical cash‑register receipts and invoices.
3. The system extracts, where possible:
   • Supplier name (and VAT number if present)
   • Total amount and VAT amount
   • Date of purchase
   • Individual line items that are legible

You then review the extracted data, make any corrections, assign the receipt to a project or cost centre, and save it.

What the AI Can and Cannot Recognise

Well‑suited receipts – standard retail receipts from hardware stores, fuel stations, restaurants, etc., are usually recognised accurately.

Limitations – handwritten notes, heavily damaged or faded receipts, and receipts in uncommon languages or formats may require manual correction. When the AI is unsure, it shows its best guess and asks you to verify. You remain the final checkpoint.

Linking Receipts to Projects

The AI‑driven solution can attach each receipt directly to a specific project or cost centre.

• Example: A purchase of silicone at a hardware store is linked to “Project Kerkstraat”.
• Example: A fuel expense is linked to “Project Stationsstraat”.

At month‑end you can generate a project‑wise expense overview that includes the scanned receipts as proof.

How Your Accountant Uses the Data

Your accountant can access the digital expense overview, organised by category and by project. Totals per VAT rate are already calculated, which can simplify the preparation of the quarterly VAT return.

Practical Checklist for Implementing AI Receipt Scanning

• Device readiness – Ensure a smartphone with a decent camera is available for staff who make purchases.
• Workflow definition – Define which projects or cost centres each type of expense should be assigned to.
• Verification step – Allocate a brief moment after each scan to confirm or correct the extracted data.
• Data security – Verify that the solution complies with your company’s data‑protection policies.
• Integration with accounting – Confirm how the exported data will be accessed by your accountant (e.g., via a shared portal).

Legal and Tax Context

Belgian businesses must follow the e‑invoicing rules that have been in force since 1 January 2026; details are available on the official portal. For VAT treatment of expenses, consult the Belgian VAT information site and verify your specific situation.

Using the Feature on the Enfin Platform

If you already use the Enfin platform, the receipt scanner is included in the expense module. You can open the app, capture a receipt, let the AI extract the data, and assign it to a project—all within the same system that your accountant can also access. More information is on the Enfin website.

Start with your next purchase: snap a photo, confirm the details, and keep a digital record that never gets lost.