Upload receipts and invoices, and every finished document is posted to your Zapier Catch Hook, your Make custom webhook or your own endpoint as one JSON event with the vendor, date, tax, total, line items and Schedule C category. No parsing rules to build and no copy and paste between apps.
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The Zap itself is easy. Getting clean fields out of a crumpled receipt or a supplier PDF is the part that fails, and when it fails silently the wrong total lands in your books.
A plain OCR step hands Zapier a block of text. Someone then writes formatter steps or regular expressions to find the total, and they break the first time a vendor moves it.
Rule based PDF parsers work for one supplier layout at a time. A new vendor, a new POS printer or a phone photo means another template to build and maintain.
People scan four receipts on one page. A tool that returns one record per file merges them, and the expense rows no longer match the card statement.
Many OCR apps return only header fields. Splitting a supplier invoice across jobs or GL accounts needs every line, with quantity and amount, as structured data.
ReceiptOCR reads the document with AI and only then calls your webhook, so the payload your Zap or scenario receives already has named fields. You map them once in Zapier or Make and the automation keeps working whatever the receipt looks like.
Each finished document fires one HTTPS POST with the event name, document id, file name, batch link, summary fields, line items, category, Schedule C line, merchant and tag.
When one scan holds several receipts or invoices, they are split into separate records and each arrives as its own event, numbered by its position in the file.
Every line comes through with its own description, quantity, unit price and amount, so Zapier line item support or a Make iterator can write one row per line.
Every call carries an X-ReceiptOCR-Signature header with a timestamp and an HMAC SHA-256 signature, so your own backend can reject anything that did not come from your account.
If your endpoint does not answer, the delivery is retried twice, after 1 minute and after 5 minutes, and the integrations page lists recent deliveries with their status.
The same page gives you a private CSV feed. One IMPORTDATA formula keeps a Google Sheet filled with your latest documents, with no Zap task spent per row.
About ten minutes from an empty Zap to receipts flowing into your accounting app, spreadsheet or Slack channel.
In Zapier choose Webhooks by Zapier with the Catch Hook trigger, or in Make add a Webhooks module with a Custom webhook, and copy the URL it gives you.
Tip: Webhooks by Zapier is a Premium app, so the Zap needs a paid Zapier plan. Make includes the custom webhook trigger as a built in module.
Open Integrations in your account, paste the https address and save. Click Send test event so Zapier or Make can see a sample payload with every field name.
Map merchant, date, total, tax and category to your next step: a QuickBooks or Xero expense, an Airtable record, a Google Sheets row or a Slack message.
Drop up to 50 receipts or invoices into ReceiptOCR. Each one fires its own event as soon as extraction finishes, and your automation handles the rest.
Built for US operations leads, bookkeepers and developers who already run their back office on Zapier or Make and need the document step to stop being manual.
You own the Zaps that move spend into the books and want receipts and supplier invoices to enter that flow without someone typing totals.
Client receipts arrive in batches. Upload the folder once and let a scenario write each record into the right client sheet or ledger.
Point the webhook at your own endpoint, verify the signature, and store structured receipt data in your app without running an OCR model yourself.
Documents uploaded by teammates go through the account owner settings, so one webhook and one Sheets feed cover the whole team.
Short answer: a Zapier OCR integration for receipts and invoices works best when the OCR service extracts the fields first and then sends them to Zapier. ReceiptOCR does that: AI reads each PDF, scan or phone photo, and a signed webhook posts one JSON event per document, with vendor, date, tax, total, line items and category, to a Zapier Catch Hook, a Make custom webhook or your own server. It is part of the Plus plan at $149 a month, or $74 a month billed yearly.
{
"event": "document.extracted",
"file_name": "harbor-office-oct.jpg",
"document_in_file": 1,
"merchant": "Harbor Office Supply",
"category": "Office Supplies",
"schedule_c_line": "Line 18 Office expense",
"summary": {
"Date": "2026-10-07",
"Subtotal": "164.99",
"Tax Amount": "0.00",
"Total": "164.99"
},
"line_items": [
{"Description": "Toner cartridge", "Quantity": "2", "Amount": "118.00"},
{"Description": "Copy paper case", "Quantity": "1", "Amount": "46.99"}
]
}Illustrative receipt and a shortened payload. Real events also carry the document id, batch link, tag and every summary field the AI read.
It turns a document into fields that the next step in a Zap can use. A generic OCR action returns the text on the page and leaves you to find the total in it. An extraction service returns named values such as merchant, date, tax and total, which Zapier can map straight into QuickBooks Online, Xero, Airtable, Google Sheets or Slack. For receipts and invoices the second kind is the one that survives contact with real paperwork, because layouts change from store to store and from supplier to supplier.
Create a Zap with Webhooks by Zapier and the Catch Hook trigger, copy its URL, and paste it into the Integrations page of your ReceiptOCR account. Click Send test event so Zapier learns the field names, map them in your action step, then turn the Zap on. From that point every receipt or invoice you upload is posted to the hook as soon as extraction finishes.
| Field | What it holds | Typical use in a Zap |
|---|---|---|
| event, id, created_at | document.extracted (or test), a stable document id and the time | Filter on the event, deduplicate on the id |
| file_name, document_in_file | Original file and the position of this receipt inside it | Trace a split scan back to its source |
| batch_id, batch_url | The upload batch and a link to review it | Put a review link in a Slack or email step |
| summary | Every header field read: date, vendor, invoice number, subtotal, tax, tip, total, currency | Expense or bill fields in your accounting app |
| line_items | One object per line with description, quantity, price and amount | Line item support in Zapier, iterator in Make |
| merchant, category, schedule_c_line, tag | Normalized merchant, spending category, the Schedule C line and your batch tag | Route to a GL account, client or job |
| tables | Raw tables for custom field templates and statement mode | Custom documents beyond receipts and invoices |
Yes. In Make add a Webhooks module with a Custom webhook, paste its address into ReceiptOCR and send the test event so Make can determine the data structure. Use an Iterator on line_items when you want one row or one bill line per item. The same address field also accepts any https endpoint you run yourself, which is the cleanest option when the data belongs in your own database.
Several document tools reach Zapier. The honest difference is whether they ship a native Zapier app, how they bill, and whether they read receipts and invoices without setup. Check each vendor before you buy, because plans change.
| Tool | How it reaches Zapier | Pricing model | Best for |
|---|---|---|---|
| ReceiptOCR | Signed webhook into Webhooks by Zapier or Make, plus a Google Sheets feed | Flat plan, Plus $149 a month with 10,000 Base AI pages | Receipts and invoices uploaded in batches, with line items and categories |
| Veryfi | Native Zapier app with receipt, invoice and other document actions | Free tier up to 100 documents, paid API from a $500 a month minimum | Teams that want the OCR call inside the Zap and have API volume |
| Mindee | Zapier app documented for receipt extraction | Per page API plans | Developers comfortable with an API first product |
| Parsio | Native Zapier, Make and n8n integrations on every plan, including Free | Credits, 1 to 3 per page, Starter from $29 a month (Parsio pricing) | Low volume email and document parsing with a Zap from day one |
| Parseur | Native Zapier and Make integrations, strong on emailed documents | Per page plans | Inbox driven parsing of many document types |
Where Veryfi wins: its Zapier app can send a file into the OCR from inside a Zap, for example from a Google Drive folder trigger. ReceiptOCR works the other way round, documents are uploaded to ReceiptOCR (or sent through the API on the Pro plan) and the results flow out to Zapier. If your files already land in one place and you mostly need clean records out, that direction is simpler and cheaper. More detail on the vendors sits in our Veryfi alternative comparison and the Parseur pricing breakdown.
Yes. If the only destination is a spreadsheet, you do not need a Zap at all. The integrations page creates a private CSV link, and =IMPORTDATA with that link in cell A1 fills a Google Sheet with one row per document: date, vendor, invoice number, category, Schedule C line, tag, currency, subtotal, tax, tip, total, file and batch. Google refreshes it about once an hour, and it costs no Zapier tasks. The receipt to Google Sheets page walks through it.
The webhook fires once the extraction is finished, with whatever the AI could read. Faded thermal paper or a blurry photo can leave a field empty rather than invented, so add a Filter step in Zapier that holds back events with an empty total and sends the batch link to a person instead. Clean PDFs and sharp photos read best; our OCR accuracy guide covers what affects results. Values you correct in the review screen before export are used in your spreadsheet export.
Only https addresses on the public internet are accepted, private and internal network addresses are refused, and each request is signed. The X-ReceiptOCR-Signature header has the form t=timestamp,v1=signature, where the signature is HMAC SHA-256 of the timestamp, a dot and the raw body, keyed with your signing secret. Zapier and Make can ignore it; your own backend should verify it and reject old timestamps. You can rotate the secret from the same page at any time.
Zapier does not read documents by itself. It connects to OCR and extraction services through their apps or through webhooks. For receipts and invoices, use a service that returns named fields, such as ReceiptOCR posting a document.extracted event to a Webhooks by Zapier Catch Hook, so your Zap maps the vendor, date and total directly.
Send the PDF to an extraction service and let it return structured fields to the Zap. With ReceiptOCR you upload the PDF, the AI reads it, and a webhook delivers the summary fields and line items to your Catch Hook. Map those fields into your next action, for example a QuickBooks expense or a Google Sheets row.
For this setup, yes. Webhooks by Zapier is a Premium app, so the Catch Hook trigger needs a paid Zapier plan. If you only want the data in Google Sheets, the IMPORTDATA feed avoids Zapier entirely, and Make offers its own custom webhook module as an alternative to Zapier.
Webhooks for Zapier and Make and the Google Sheets feed are part of Plus, Pro and Enterprise. Plus is $149 a month, or $74 a month billed yearly, with 10,000 Base AI pages and 2,000 Pro AI pages a month and team access. Starter at $49 covers extraction and spreadsheet exports without automation.
The webhook carries results out of ReceiptOCR. To push files in automatically from another system, use the REST API, which is part of the Pro plan. Most teams on Plus upload batches of up to 50 files in the browser and let the webhook take every result from there.
If the hook does not answer, the delivery is retried twice, after 1 minute and after 5 minutes, and the attempt shows in the recent deliveries list. The extraction itself is kept in your account, so you can still export the batch to Excel or CSV after the Zap is back on.
Yes. Each event has a line_items array with one object per line, carrying description, quantity, unit price and amount as read from the document. In Zapier use line item support in the action, in Make use an Iterator, to create one row or one bill line per item.
They are split into separate records and each one is sent as its own event. The document_in_file field tells you the position of the receipt inside the original file, so you can trace every expense back to the scan it came from.
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The IMPORTDATA feed that fills a sheet without a Zap.
Push files in from your own system on the Pro plan.
Upload 50 receipts at once and fire 50 events.
Every invoice line as its own field.
Flat plan instead of a $500 API minimum.
Receipts into QuickBooks without a Zap.
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