AI Receipt and Invoice Scanner

🤖 AI Receipt & Maintenance Invoice Scanner

VehicleVault includes a dual-purpose AI Vision Extraction & Translation Engine supporting Google Gemini Vision (gemini-3.8-flash), OpenAI Vision (gpt-4o-mini / gpt-4o / custom OpenAI-compatible endpoints), and a zero-cloud local Tesseract.js OCR fallback.

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1. Configuring AI Vision Providers

Navigate to Settings → AI & OCR to configure your preferred provider:

1. Google Gemini Vision (Recommended):
   • Paste your Google AI Studio API Key.
   • Click Fetch Available Models to dynamically discover supported vision models (gemini-3.8-flash, gemini-2.5-flash, gemini-2.5-pro).
   • Click Test Connection and Save.
2. OpenAI / Custom Compatible Endpoint:
   • Paste your OpenAI API Key, model name (gpt-4o-mini), and optional custom Base URL (e.g., OpenRouter, Ollama, or Azure OpenAI).
3. Local Tesseract OCR Fallback:
   • When no AI API key is configured, fuel receipts are processed locally on the server using Tesseract OCR and mathematical reconciliation rules.

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2. Smart Foreign Maintenance Invoice Scanner & Translator

Perfect for imported vehicles (e.g., from Germany, Belgium, or France) or complex multi-page workshop invoices:

1. Go to Maintenance (Onderhoud & Historie) and click Log Service (Onderhoud Loggen).
2. Drag and drop a PDF or photo of a garage invoice into the Smart AI Invoice Scanner dropzone at the top of the modal.
3. VehicleVault automatically extracts and translates into your active UI language (NL or EN):
   • Service Title & Summary (e.g., Inspektion mit Ölwechsel und Bremsflüssigkeit → Onderhoudsbeurt (90.000 km / 72 mnd) & Remvloeistof)
   • Invoice Date (YYYY-MM-DD) & Odometer Reading (km)
   • Garage / Dealership Name & Full Address (automatically linked to Google Maps in your service table)
   • Parts Cost vs. Labor Cost (automatically reconciling net line items with 19% German MwSt or 21% Dutch BTW into exact gross totals)
   • Every Individual Line Item: Each part and labor operation is categorized (PART / LABOR), keeping both the translated description and the original foreign invoice text.
4. Dedicated Extracted Parts Modal:
   • In the service history table, click the X extracted & translated items button on any service record to open a clean modal showing the garage details, cost breakdown, and every individual translated part/labor line item.
5. Automatic Digital Glovebox Sync:
   • Every uploaded maintenance invoice is automatically copied and indexed under Documents (Documenten → Facturen & Bonnen) with a formatted DD-MM-YYYY date.

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3. Fuel Receipt Scanner & GPS Station Lookup

When logging a fill-up under Fuel (Tankbeurten):

• Upload or snap a photo of your fuel receipt.
• The scanner extracts Liters, Price per Liter (€/L), Total Cost (€), Date, Station Brand, and Station Address.
• If a dot-matrix receipt has partially faded digits, the mathematical reconciliation engine cross-checks Liters × Price/L = Total Cost to recover exact values.
• You can also use GPS Nearby Stations or Re-scan Receipt on existing fuel entries at any time.