Uploading Invoices

Uploading is the fastest way to get an invoice into Shaari. Once a file is uploaded, the system stores it securely and triggers AI analysis to extract the invoice data automatically.

How to Upload

Navigate to Purchases from the main menu, then use either of these methods:

Drag and Drop

Drag one or more invoice files directly onto the upload area on the Purchases page. The upload zone is highlighted when a file is dragged over it.

File Picker

Click the upload button to open your device's file picker. Select one or more files and confirm. On mobile devices, this also gives you the option to take a photo of a paper invoice using your camera.

Supported Formats

Shaari accepts the following file types for purchase invoices:

Format	Extension	Notes
PDF	.pdf	Most common format for digital invoices
JPEG	.jpg, .jpeg	Photos of paper invoices
PNG	.png	Screenshots or scanned invoices
HEIC	.heic	Default photo format on newer iPhones
HEIF	.heif	High Efficiency Image Format variant

caution

Files must be clear and legible for the AI extraction to work well. Blurry photos, heavily skewed scans, or very low-resolution images may produce incomplete or inaccurate results.

What Happens After Upload

Once a file is uploaded, the following happens automatically:

1. File storage -- The file is saved to your tenant's secure storage.
2. Invoice record creation -- A new purchase invoice record is created in Draft status.
3. AI analysis triggers -- Shaari's AI begins reading the document to extract invoice fields such as supplier name, invoice number, date, totals, and line items.
4. QR code detection -- If the invoice contains a ZATCA QR code, it is decoded and the data is attached to the invoice record.
5. Results appear -- Within seconds, the extracted data populates the invoice form for your review.

info

AI analysis typically completes in a few seconds. For large multi-page PDFs, it may take slightly longer.

Viewing Uploaded Invoices

All uploaded invoices appear in the Purchases list. You can:

• View the original file by clicking on the attachment thumbnail or link.
• See the extracted data in the invoice detail view.
• Filter the list by status, category, date range, or supplier.
• Search by invoice number, supplier name, or amount.

Attachment Management

After an invoice is created, you can add more files to it. This is useful when an invoice comes with supporting documents such as delivery notes, contracts, or correspondence.

To add attachments:

1. Open the invoice detail view.
2. Use the attachment section to upload additional files.
3. The new files are linked to the same invoice record.

You can also remove attachments that were added by mistake, as long as the invoice is not under legal hold.

Bulk Upload

Shaari supports uploading multiple files at once. When you drag or select several files simultaneously:

• Each file creates its own separate invoice record.
• AI analysis runs on each file independently.
• All resulting invoices appear in Draft status, ready for your review.

tip

Bulk upload is ideal for end-of-month processing when you have a stack of invoices to enter. Upload them all at once, then review and confirm each one.