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Purchases Overview

The Purchases module in Shaari gives you a centralized place to manage every supplier invoice your business receives. Instead of sorting through paper receipts, email attachments, and scattered files, you upload invoices to Shaari and let the system organize, extract, and track them for you.

What the Purchases Module Does​

At its core, the module handles the full lifecycle of a purchase invoice, from the moment you receive it to the point it is paid and archived. You can:

  • Upload invoice files in multiple formats and have them stored securely.
  • Extract data automatically using AI, so you rarely need to type invoice details by hand.
  • Read ZATCA QR codes from Saudi invoices to verify seller and tax information.
  • Categorize invoices by expense type, project, or any scheme you define.
  • Track payment status through a clear workflow from draft to paid.
  • Archive old invoices automatically based on retention policies you configure.

Key Features​

Upload and Storage​

Upload invoices as PDF, JPG, PNG, HEIC, or HEIF files. Drag and drop one file or many at once. Every file is stored in your tenant's secure storage and linked to its invoice record.

AI-Powered Data Extraction​

When you upload an invoice, Shaari's AI reads the document and fills in the supplier name, invoice number, date, amounts, tax details, and line items. The AI supports both Arabic and English invoices. You can review what the AI extracted, make corrections, and confirm.

QR Code Reading​

Saudi invoices issued under ZATCA Phase 1 carry a QR code with structured data: the seller's name, VAT registration number, invoice timestamp, total amount, and VAT amount. Shaari automatically detects and decodes these QR codes, giving you a quick way to verify the invoice against its embedded data.

Categorization and Payment Types​

Organize invoices using categories and payment types that you define. Filter, search, and report on your purchases by category, payment method, date range, or status.

Status Workflow and Tracking​

Every invoice follows a clear status path: Draft, Needs Review, Confirmed, Paid, and Archived. You always know where an invoice stands and what action it needs next.

Analytics​

The Purchases module feeds into Shaari's analytics, giving you visibility into spending patterns, category breakdowns, and payment trends across your organization.

Availability​

The Purchases module is available on all Shaari plans. Every tenant has access to uploads, AI extraction, QR reading, categories, payment types, and the full status workflow.

tip

If you are new to the Purchases module, start by uploading a single invoice to see the AI extraction in action. You can always add categories and configure settings later.