How Swipe AI Upload Works?

General
1

Upload a bill, invoice, or purchase order, and Swipe AI automatically extracts the information into a ready-to-review draft. Instead of entering data manually, you simply review the extracted information, make any necessary changes, and confirm.

Before anything is saved, Swipe AI organises the extracted data into three categories, making it easy to verify every detail.

The Three Categories

Review

Contains items and parties where Swipe AI found a close match with your existing records. Review the suggestions and confirm or select a different record if required.

New

Contains items and parties that do not yet exist in your account. These records will be created automatically when you confirm the upload.

Existing

Contains exact matches found in your account. These are automatically linked and require no additional action.

How Matching Works

For every party and product detected, Swipe AI compares the information with your existing records.

  • Exact Match – Automatically placed under Existing and linked to the invoice.

  • Close Match – Displayed under Review as a suggested match. You can accept the suggestion or choose Link Existing to select another record.

  • No Match – Displayed under New. Selecting + Create New creates the record when the document is confirmed.

New products, parties, and inventory batches are created automatically during confirmation.

Note: New batches cannot be created while uploading sales documents. In such cases, you’ll need to select an existing batch.

Fields Swipe AI Can Extract

Swipe AI only extracts information that is actually present on the uploaded document. If a field is missing, it is left blank rather than being guessed.

1. Party Details

Swipe AI identifies the vendor or customer and matches them with an existing party or prepares a new one.

Supported fields include:

  • Party name

  • Company or trade name

  • GSTIN

  • PAN

  • Phone number

  • Email address

  • Billing address

    • Address Line 1

    • Address Line 2

    • City

    • State

    • Pincode

    • Country

  • Shipping address

    • Address Line 1

    • Address Line 2

    • City

    • State

    • Pincode

    • Country

Swipe AI determines the buyer and seller using document indicators such as:

  • “Bill To” section

  • Document title

  • Signature block (for example, For ABC Pvt. Ltd., Authorised Signatory)

2. Invoice Details

Swipe AI extracts document-level information such as:

  • Invoice number

  • Invoice date

  • Due date

  • Custom headers

  • Additional charges

  • TDS or TCS details

3. Line Items

Each line item is extracted individually and matched with your existing products whenever possible.

Supported fields include:

  • Item name

  • Description

  • Quantity

  • Unit price (before tax)

  • Discount

  • Discount type

    • Percentage

    • Unit Price

    • Total Amount

    • None

  • Net amount

  • HSN code

  • Unit

  • CGST %

  • SGST %

  • IGST %

  • Tax percentage

  • Total amount

  • Batch number

  • Manufacturing date

  • Expiry date

  • Custom column values

4. Custom Columns

If your company has configured custom item columns, Swipe AI automatically extracts values for supported fields.

Supported column types include:

  • Text

  • Long Text

  • Number

  • Currency

  • Date

  • Dropdown

Only custom columns configured for All, Purchases, or Sales are considered during document uploads.

5. Custom Document Headers

Swipe AI detects document-level reference fields and maps them to your configured custom headers.

Common examples include:

  • PO Number

  • LR Number

  • Vehicle Number

  • E-way Bill Number

  • Any company-defined reference field

Each detected header includes both the header name and its corresponding value.

6. Additional Charges

Charges and deductions shown outside the item table are extracted and matched with your configured charge list.

Supported fields include:

  • Charge name

  • Net amount

  • Tax percentage

  • Tax amount

  • Total amount

  • Percentage (when applicable)

  • Charge type

    • Addition

    • Deduction

Examples include:

  • Freight

  • Shipping

  • Packing Charges

  • Loading Charges

  • Handling Charges

  • Round-off

  • Document-level Discount

7. TDS / TCS

When available on the document, Swipe AI extracts and maps tax deduction or collection details.

Supported fields include:

  • Type

    • None

    • TDS

    • TCS

    • TDS under GST

  • Section

  • Rate

  • Amount

  • Apply-on basis

    • Net Amount

    • Total Amount

Final Review

After extraction, Swipe AI presents a clean, organized draft with all detected information already matched wherever possible.

Simply review the extracted details, make any required changes, and confirm.

Once confirmed, Swipe AI automatically creates or links:

  • Parties

  • Products

  • Batches

  • Invoice details

  • Custom columns

  • Custom headers

  • Additional charges

  • Taxes

This significantly reduces manual data entry while helping you maintain accurate business records.