Bill to
Your Studio
| Description | Amount |
|---|---|
| Software subscription 1 × 20,00 € | 20,00 € |
- Subtotal
- 20,00 €
- VAT 19 %
- 3,80 €
- Total
- 23,80 €
CAPTURING RECEIPTS WITH BUCHLIO
Digitise receipts without letting them out of your hands.
Photograph a receipt, choose scans, PDFs, e-invoices (E-Rechnung) or whole folders, or import invoices (Rechnung) from your own mailbox. Buchlio processes the documents on your device, suggests invoice data and lets you check every detail before filing.
- Photo, scan, PDF or email
- Text recognition on your device
- You check every detail
- Originals stay unchanged
Review receipt
Recognised locally
- Supplier
- Example Software
- Invoice date
- 08/09/2026
- Total price (gross)
- €23.80
- Category
- Software
From photo to a receipt you can check.
Digitising receipts means more than putting a file into a folder. For you to search, filter and trace payments later, the invoice needs reliable details. That’s why Buchlio combines the original file, local document recognition and your review.
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Capture the document
Choose or drag in a photo, image file, PDF, XML e-invoice or saved email, import a whole folder or ZIP archive – or import supported content from selected folders of your connected email accounts.
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Recognise data locally
Native text recognition and a supplementary OCR fallback read photos and scans on your device. XRechnung, ZUGFeRD and Factur-X are evaluated in structured form where possible.
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Check the suggestions
Check and complete the supplier or customer, invoice number, invoice date and date of supply, amount, currency, tax per rate and category.
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Assign the contact
Reuse a recognised contact, deliberately create no master data entry or save a new customer or supplier.
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File the original
The unchanged source file is kept; Buchlio organises the receipt with readable file names and folders.
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Confirm the payment
Record payments and part payments actually made, with their date and amount, directly on the receipt or import them from the bank statement. For foreign currencies, Buchlio suggests the ECB reference rate for the EUR amount.
Less typing, more control.
Automatic suggestions speed up capturing. Only what you have checked and confirmed is saved.
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Capture photos, scans and PDFs
Documents can be selected as a file or photographed on supported mobile devices. You crop a photo directly on the image by dragging the corners and edges of the frame, and capture further pages if needed; this creates a scan PDF, as do HEIC photos from the iPhone. Native text recognition and a supplementary OCR fallback read German and English invoices locally.
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Several tax rates on one receipt
A restaurant bill often lists food at 7% and drinks at 19%. Buchlio records net and tax per rate; the text recognition suggests the split from the receipt’s tax table, and e-invoices bring it with them.
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Folders, ZIP archives and email files
On the Mac, “Choose receipts” takes files, ZIP archives and folders together in one selection, on Windows “Choose receipts” and “Choose folder”, on the smartphone “Files / ZIP”. On the computer, you can also drag files and folders straight into the window, as well as attachments from Apple Mail or Outlook. A whole email from Apple Mail becomes a receipt itself as an .eml and shows its text. On the Mac, the iPhone and Android devices, you can also open invoices directly from other apps with Buchlio.
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Check XRechnung and ZUGFeRD in structured form
UBL and CII XML as well as embedded invoice data from ZUGFeRD and Factur-X PDFs are read locally. Supplier, number, invoice date and date of supply, currency, totals, tax rates and tax treatment remain suggestions you can check.
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Check invoice attachments from your mailbox
You can connect several of your own email accounts directly. You connect Microsoft 365 and Outlook by signing in with the provider (OAuth), Gmail and Google Workspace via IMAP/TLS with an app password, and other providers via IMAP/TLS. For each account, you choose the mail inbox, individual folders or all available folders. PDF, image and XML attachments, including those from forwarded messages, as well as recognised invoice emails without an attachment arrive in the Inbox without the message being marked as read. Under “Sent & received”, you see the last fetch for each mailbox and, in the fetch log, which emails brought receipts. Credentials stay encrypted on your device.
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Tell incoming and outgoing apart
Buchlio uses your company details and the recognised sender and recipient details to suggest incoming and outgoing invoices. Uncertain results stay visible for review.
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Recognise duplicates by content
Files already imported are recognised by their content, not just by a file name that may have changed – even if another of your devices has already imported the invoice from the same mailbox. If another file has the same supplier, invoice number, date and amount, Buchlio points out a possible duplicate during review.
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Assign suppliers and customers
Known contacts can be reused through matching details. If there is no clear match, you decide yourself between an existing contact, a new entry and no master data entry. You compare duplicate contacts side by side in the master data and merge them.
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Trace payments and remaining amounts
Confirmed payments and part payments show the amount already paid and the amount still open. The actual payment date remains part of the payment history.
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Foreign currency and VAT in EUR
For invoices in a foreign currency, Buchlio suggests the ECB reference rate for the payment date. If the invoice shows German VAT (Umsatzsteuer), also with Reverse Charge (the customer owes the VAT instead of the supplier, § 13b UStG), you take the EUR tax amount from the invoice or convert it with the BMF-Monatskurs (official monthly exchange rate for VAT, published by the Federal Ministry of Finance). If it is missing, Buchlio flags the receipt.
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Keep originals local and visible
Your source files are kept in the local workspace. If you recorded a receipt without a document, such as a bank fee, you add the original later as a file or photo. Optionally, you sync the Vault via iCloud Drive, Google Drive, Dropbox or Nextcloud/WebDAV.
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Find missing subscription invoices
A forgotten invoice is money given away: the expense is missing from your profit calculation and, if you deduct input VAT (Vorsteuer), from your VAT return. Buchlio recognises recurring costs such as hosting or software subscriptions from your receipts and shows under Due dates for which month an invoice is still missing; what is missing from the last two months is also listed as a task in the Inbox. With one click, you add the invoice. If none comes for a date, for example because it is below a provider’s minimum billing amount, you mark the date as done with “No receipt needed”.
Even many receipts stay searchable.
Lists are filtered efficiently in the native app and loaded page by page. Year or period, month, type, category, payment and filing status, tax and currency narrow down large collections without first loading all receipts into the interface – even with ten thousand receipts, paging and filtering stay smooth. Exports take the selected data into account and keep the link to your originals.
Do you want to create your own invoices directly from your master data? Go to the invoicing software for the self-employed.
Frequently asked questions about capturing receipts.
Digitising receipts with Buchlio
Are my receipts uploaded for text recognition?
No. In Buchlio, OCR and document processing run on your device. If you connect a Cloud Vault yourself, the app syncs your workspace through this provider of your choice.
Can Buchlio recognise photographed invoices?
Yes. On supported devices, you can photograph invoices or select images from the photo library and set the crop directly on the image. Legibility, light, perspective and document layout affect the result; that’s why all recognised details remain suggestions you can check.
Does Buchlio support XRechnung and ZUGFeRD when importing?
Yes. Buchlio reads XRechnung as UBL or CII XML as well as embedded invoice data from ZUGFeRD and Factur-X PDFs locally, including those with several tax rates and a supply period. The extracted values are not booked unchecked but shown for review in the normal receipt dialog.
What happens with a file that has already been imported?
Buchlio compares the file content with existing originals. For a duplicate, no second receipt is created; instead, a clear note pointing to the existing receipt is shown.
Can I import many old receipts at once?
Yes. In the Inbox, choose a whole folder or a ZIP archive of up to 200 MB – on the Mac with “Choose receipts”, on Windows with “Choose folder” – or drag the folder into the window. Every receipt goes to the Inbox for review; Buchlio recognises files that already exist as duplicates.
How do I handle invoices in a foreign currency?
The original invoice amount is kept. For the payment, you confirm the EUR amount actually paid; Buchlio suggests the ECB reference rate for this. If the invoice contains German VAT, Buchlio also needs its EUR value – from the invoice or via “Use BMF-Monatskurs”.
Do I have to create a supplier for every receipt?
No. You can assign an existing contact, create a new supplier or customer, or deliberately create no master data entry.
Bring your real receipts.
Buchlio for Mac is here: capture your first receipts and try all features free for 7 days. Check recognised details before saving and keep an independent backup of your documents. If you have questions, write to us.