How to Automate Invoice Extraction using WhatsApp and AI

In 2026, manual invoice management is a thing of the past. If you are still opening emails, downloading PDFs, and manually entering data into Excel or your ERP, you are losing an average of 12 hours per month for every 100 invoices.

Total Flexibility: WhatsApp or Web

WhappScan adapts to your workflow. You can send your invoices or receipts directly via WhatsApp (taking a photo or forwarding a file) or upload them in bulk through our web application. No matter the channel, everything is centralized in one place.

Structured Data in Seconds

Once the document reaches WhappScan, our AI extracts the key information. In your web dashboard, you can review and download all your data in professional formats ready for accounting: Excel, CSV, or JSON.

The Ideal Workflow

1. Send: Use WhatsApp for daily tasks or the web app for bulk uploads.
2. Centralize: All documents appear instantly in your web dashboard.
3. Validate: Our AI automatically identifies Tax Base, VAT, Total, and Provider.
4. Export: Download your data in one click for your ERP or accountant.

This simplicity allows even the least technical staff in the company to participate in the digitalization process without previous training.

Is this invoice capture software?

Yes, with one difference. Invoice capture software that runs on WhatsApp requires nobody to install anything or create an account: the intake channel is the app your team and your suppliers already have open, and capture happens the moment the photo or PDF is sent. That is what separates it from a desktop scanner, or from OCR that needs a template per supplier.

If what you handle is not your own invoices but those of several clients, the setup is different — one shared number, agreed fields, retention of the original — and we cover it separately in how to set up a WhatsApp invoice inbox for your accounting practice.