Receipt reading (OCR)
OCR reads the photo of a receipt and extracts the shop, date and amount. This lets evidence be validated without anyone reviewing it by hand. It is configured in Administration › Settings, OCR tab.
Settings permission to open the screen · Editing settings to save
OCR settings
| Field | What it is | Notes |
|---|---|---|
| Provider | Who reads the receipts | Manual (no OCR), Gemini Flash or External API |
| Confidence Threshold | Minimum confidence, from 0 to 100 | Below it, the evidence goes to manual review |
| Credits per Image | Credits spent on each image read | 0 to charge no credits |
Gemini Flash
It asks for two items:
- API Key: your Google AI Studio key. If a key is already configured (yours or the platform's), a notice tells you so and you can leave the field untouched.
- Model: Gemini 2.5 Flash (recommended), Gemini 2.0 Flash, Gemini 1.5 Flash or Gemini 1.5 Pro.
External API
To use your own OCR service:
- API URL: the address of the service.
- API Key: the token IncentIA uses to identify itself.
An external provider decides for itself whether a receipt needs review. The confidence threshold does not apply to it.
Manual
With Manual (no OCR) nobody reads the photo. All evidence waits in manual review.
Keys are stored encrypted and are not shown again. To change them, type a new one. To keep them, leave the field untouched.
What happens with each receipt
- The person uploads the photo. They can upload it from the member portal, a landing page or WhatsApp.
- The provider extracts the data and returns its confidence.
- The campaign or programme rules are checked. With enough confidence and the rules met, it is approved automatically.
- If there are doubts, the evidence stays pending in Operations › Evidence review.
Validation rules
Rules are defined in two places, with the same format:
- In the campaign, the Receipt Submission Rules block (added to those of the programme).
- In the programme, the Evidence Validation Rules block.
Each rule has a type and a value:
| Type | What it requires |
|---|---|
| Min Amount / Max Amount | Minimum or maximum receipt amount |
| Max Age (days) | Maximum age of the receipt |
| Min Products | Minimum number of lines read |
| Max Claims/Day / Max Claims/Month | Maximum receipts per member per day or month |
| Required Products | At least one of the products (comma-separated) |
| Required Store | The shop must be in the list (comma-separated) |
If a rule requires a piece of data the OCR could not read, the receipt is not rejected: it goes to manual review.
When OCR fails
If the provider does not respond, times out or there are no credits left, the receipt is not rejected. It goes to manual review and the detail shows OCR unavailable. Enter the amount yourself. Read Evidence review.
When the provider never gets to run, no credits are charged for that image.
Limits
- Credits are deducted from your balance. See Subscription and credits.
- Duplicate receipts are rejected even if the photo changes slightly.
Permissions
| Action | Permission (UI text) | Technical id |
|---|---|---|
| Open the settings | Settings | Pages.Administration.Tenant.Settings |
| Save changes | Editing settings | Pages.Administration.Tenant.Settings.Edit |