Birokrat OCR is a built-in feature that automatically reads data from photographed paper invoices. Once configured, you can photograph all your receipts on a phone and send them straight into your bookkeeping. This guide covers the full path from activation to your first booking.
What is Birokrat OCR invoice import?
Birokrat’s OCR service receives an attachment (image or PDF) at a special email address and uses machine learning to recognise the key fields: supplier, date, invoice number, net amount, VAT, and total.
The system prepares a draft for booking that the user only needs to confirm. With high-quality photographs Birokrat correctly recognises 85–95 % of fields.
Step 1: Activate Birokrat OCR
OCR is an optional feature in Birokrat. To enable it:
- In Birokrat, open Settings → Received invoices by email.
- Click Activate OCR service.
- The system assigns you a unique email address shaped like
invoices-firma@birokrat.si. - Copy the address — that’s your OCR inbox.
Activation is instant. The cost of the OCR service depends on your Birokrat plan — check the price list or contact Birokrat support.
Step 2: Send your first invoice
With the Slikaj Račun mobile app, the flow is:
- Paste your Birokrat email address into Slikaj Račun Settings.
- Open Scan and photograph the invoice.
- The app optimises the photo (resize, contrast) and forwards it to Birokrat.
- Within 1–3 minutes a new entry appears in Birokrat under “Received invoices”.
- Open the entry, review the suggested fields, and confirm the booking.
Step 3: Review the processed invoice
Under “Received invoices” in Birokrat a new card appears with:
- Supplier name (auto-detected)
- Supplier VAT number (cross-checked in the system)
- Invoice date
- Total amount and VAT
- The original photo / PDF as attachment
You can edit any field before final booking. The photo stays attached for audit.
OCR quality: tips for better recognition
- White paper, good light. Best results on fresh, unprinted-over receipts.
- Whole invoice in frame. Include the header (supplier) and footer (total).
- No glare. Direct light or UV lamination causes reflections that confuse OCR.
- PDFs beat photos. If you have a PDF invoice (e-invoice), send that — OCR is 99 % accurate.
- Sanity-check on the phone. If the text is blurry on screen, OCR will struggle too.
Common problems and fixes
OCR didn’t recognise the supplier
The most common cause is a missing VAT number in the invoice header. With new suppliers Birokrat may not find the company in its database. Fix: pick the supplier manually from the Birokrat list. Next time the OCR will recognise them automatically.
The invoice is in Birokrat but with no fields filled in
The OCR service is likely overloaded — wait 5 minutes. If the data still doesn’t arrive, open the invoice manually and enter values. The photo stays attached.
Birokrat won’t accept the attachment
Attachment size is capped at 10 MB. Slikaj Račun automatically compresses photos to a sensible size (typically 500 KB–1 MB), so you’ll never hit this in practice.
Frequently asked questions
How do I activate OCR in Birokrat?
In Birokrat open Settings → Received invoices by email → Activate OCR. After activation the system assigns you an email address to send invoice photos to.
How long does Birokrat OCR processing take?
Typically 1–3 minutes. Birokrat OCR runs in the background — the photo arrives instantly, but text recognition takes a moment.
What if Birokrat misreads the amount?
You can correct the data before booking. Birokrat OCR gives suggestions — the user must confirm them. The original photo stays attached as proof.
Can I send a PDF to Birokrat?
Yes. Birokrat accepts both photos (JPG, PNG) and PDF documents up to 10 MB.
Next step
With Slikaj Račun you can test the full process for free (3 invoices/month). After configuring the Birokrat email address, send your first photo in under a minute.