Step 1: switch on Scan and recognize
You do this once, as an administrator. Go to Settings (Instellingen) and choose Subscription (Abonnement). On the right is the Scan and recognize (Scan en herken) block.
€0.10 per invoice: what it costs, including VAT. Only an invoice that is actually suggested costs something. A document that cannot be read is free.
Use Scan and recognize (Scan en herken gebruiken): choose On (Aan). It is off by default, and as long as it is off nothing is scanned and nothing is charged.
Save (Opslaan): keeps your choice. Under Scanned this month (Gescand deze maand) you see how many invoices you had read and what that costs.
Step 2: have an invoice from the inbox scanned
Click the inbox icon at the top right. Every invoice that has not been booked yet is listed here, arrived by email or uploaded by you. Next to every document is now the Scan and recognize (Scan en herken) button.
Factuur-2026-0412.pdf: click the name or the eye to view the document before you have it scanned.
Scan and recognize: AI reads the document. You see the document with a line sweeping over it while it is read, usually a few seconds. Then you go to the booking screen automatically.
If reading fails, for example because a photo is unreadable, you see a message. You pay nothing for it and book the invoice yourself: choose New invoice (Nieuwe factuur) under Process as… (Verwerken als…) and click Book (Boek).
Step 3: check the suggestion and book the invoice
On the left is the filled-in form, on the right the document, so you can compare everything at a glance. At the top it says the form was filled in by Scan and recognize: nothing has been booked yet.
Filled in by Scan and recognize (Ingevuld door Scan en herken): this is a suggestion. Check every field, because nothing is booked until you save.
Supplier (Leverancier): the supplier the invoice belongs to, here Drukkerij Het Kopietje. If they do not exist yet, there is a link to add them.
Supplier invoice number (Factuurnummer van de leverancier): the number on the invoice, here 2026-0412. This way you do not book the same invoice twice.
Category (Categorie): the category that fits what was bought best, here Drukwerk en communicatie (printing and communication). If another fits better, choose it yourself. If the invoice has items for different categories, there is a line per category.
Amount (Bedrag): the amount on the invoice including VAT, here €181.50. The lines together must add up to the total of the invoice.
At the bottom of the form the document is attached. Click Save (Opslaan): the invoice is listed under Invoices (in the Received group, Ontvangen), the costs are in the bookkeeping and the document leaves the inbox.
Step 4: pay the invoice
Pay the invoice in your online banking and import the bank statement afterwards. ClubBalans recognizes the payment by the IBAN or the invoice number and suggests the open invoice. How that works is explained in the guide on processing bank statements.
Good to know
- Scan and recognize is an aid: you stay responsible for what you book. Check the amounts and the category in particular.
- A payment provider such as SumUp does not send an invoice but a payout report. Scan and recognize recognizes that too, see scanning card payout reports.
- You decide per role who may book invoices and who manages the subscription. Read more about roles and permissions.
- You find more about the bookkeeping at bookkeeping.
