How to Import Supplier Receipts with AI

Manually updating ingredient pricing from supplier invoices can be time-consuming. With the AI-powered Supplier Receipt Import feature, you can upload a photo of your receipt and let AI extract all the line items automatically — saving you hours of manual data entry.

Getting Started

1. Navigate to Ingredients from the admin sidebar
2. Click the Import Supplier Receipts with AI button
3. In the modal that appears:

• • Select the Supplier from the dropdown (required)
  • Upload a receipt image (PNG, JPG, JPEG, or HEIC format)

4. Click Import Receipt

The AI will scan your receipt and extract each line item including product names, product IDs, pricing, and quantities. This process uses AI credits from your Sprwt AI balance.

The Review Page

After the AI processes your receipt, you'll be redirected to the Review page. At the top, you'll see a dashboard summary showing the supplier name, total items found, how many matched existing ingredients, and how many are new.

Items are organized into two sections:

Existing Items

These are receipt items that matched ingredients already in your system. Matching is done by supplier product ID or by ingredient name similarity. Each card shows:

• Item name from the receipt with a green label linking to the matched ingredient (click to open in a new tab)
• Current COGS per Quantity in orange, showing the ingredient's current pricing
• Editable fields: Supplier, Supplier ID, COGS, Total Product Servings, Base Weight, Unit of Measure
• COGS per Qty: Auto-calculated field using the formula (COGS / Total Product Servings) x Base Weight — this value updates in real-time as you change the fields above, and is saved as the ingredient's production price

If the AI detects a unit mismatch between the receipt and your existing ingredient (for example, the receipt says Gallon but your ingredient is stored in OZ), you'll see a yellow warning banner with a Convert & Recalculate Macros with AI link. Clicking this will automatically convert the Base Weight and Total Product Servings to your ingredient's unit and recalculate the COGS per Qty.

New Items

These are receipt items that didn't match any existing ingredients. They include additional fields for Base Weight and Unit of Measure so you can set up the ingredient properly. Click Create & Calculate Macros to create the ingredient and have AI estimate its nutritional macros in one step.

Nutritional Macros

Each card has a collapsible Nutritional Macros accordion. For existing items, it shows any macros already stored in the database. You can:

• Manually edit macro values directly in the fields
• Click Save Macros to save your manual entries
• Click Calculate Macros with AI (or Re-calculate Macros with AI) to have AI estimate all nutritional values based on the ingredient name and base weight

Confirming Changes

You have two ways to confirm changes:

• Individual: Click Confirm Changes on each card to update that ingredient's pricing and supplier mapping
• Bulk: Use the checkboxes to select multiple items, then use the bulk action bar:
• • Update All & Calculate Macros: Updates pricing for all selected items and calculates macros using AI
  • Update All w/o Macros: Updates pricing only, without macro calculations

Once an item is confirmed, the card greys out to indicate it has been processed.

Dismissing Items

If a receipt item is irrelevant or incorrectly extracted, click the Dismiss button to remove it from the review page.

Important Notes

• Total Product Servings is not extracted by AI and must be entered manually. This field is required for accurate COGS per Quantity calculations.
• All field changes are automatically saved to your session, so your edits are preserved if you refresh the page.
• Make sure you have sufficient AI credits before importing. The receipt scan and macro calculations each consume credits from your balance.
• Supported image formats: PNG, JPG, JPEG, HEIC

Updated on: 22/03/2026