Checking extracted documents

Compare the recognized data with the original document and correct the information before confirming.

Open the page in Fluxe

For a bank statement, check in the same currency: closing balance = opening balance + total credits − total debits. Compare balances and every transaction with the original; credit means money entering the account and debit means money leaving it. A difference requires checking the details before approval.

Compare the extracted information with the original document before confirming. For VAT, check each printed rate, taxable base and VAT amount separately; a mathematical discrepancy keeps the document under review and does not automatically replace the original values.

Choose whether moderation is required

In Account → Your business, Document moderation is required is selected by default. Keep it selected so documents needing checking wait for confirmation before their details are used in the apps.
To remove this requirement, clear the option, read the warning and choose Continue. On the next page, enter your account password and choose Disable mandatory moderation.
Available details from already analysed documents and future uploads are used without confirmation, including errors or missing information. Incorrect reading of the business, tax ID, date, amounts or VAT can affect accounting and reports. Check the original before tax returns, payments and other decisions.
You can still check and correct documents in Document validation. Flags remain, and the Moderate documents task no longer appears in Your tasks. To require moderation again, select the option in Your business; unapproved documents will require confirmation.

Correct the information using the original

From Document validation, choose Moderate for the document you are reviewing. In Document moderation, begin with To review and complete, then check the information grouped by document type. The original is available for comparison.
Check the type, parties, number, date and document-specific information. If you have OCR access and text was read incorrectly, choose Scan again for a local OCR rescan; this action does not send the document to an AI provider. Corrections save automatically; wait for save confirmation and resolve any errors before continuing.
After checking, select I confirm that the document details are correct and choose Approve document. You can also approve a document with unfilled information if it is absent from the original and you have checked that absence. If you cannot confirm the document yet, use Later: it stays unvalidated and can be found in Document validation.
To check saved corrections later, open Calendar in Day mode and select the day you made the change. Account activity shows the corrected fields, Before and After values, and save time. Select the correction day, not the document’s issue date.

Check VAT for each rate

Compare each VAT rate with the corresponding row or summary in the original, including 0% rates and exempt items.
Check the formula: VAT for a rate = taxable base × VAT rate ÷ 100. The accepted rounding difference for each rate is at most 0.01 in the document currency.
Check the totals: Total VAT = sum of VAT amounts for all rates. For documents whose total consists only of the base and VAT, Document total = total base + total VAT.
If a VAT rate, base or amount is missing or the calculations do not match, correct the data against the original before confirming. For a credit note or reversal invoice, retain the signs of amounts as printed.

Practical example

In this example, the supplier invoice shows a RON 1,000 net amount and RON 210 VAT, totalling RON 1,210. Compare the original with every field and correct a total read as RON 1,270. Even if your company is not VAT-registered, keep the supplier’s VAT; confirm the document only after checking the total.

Frequently asked questions and solutions

I corrected the fields. Why does the document still need checking?

Wait for saving to be confirmed and resolve the flagged fields or differences. Select I confirm that the document data is correct and use Approve document after the final check. Correcting a field and approving the entire document are separate stages.

The same invoice appears twice. How do I avoid duplicate records?

Compare the supplier, number, date, currency and total, then preview the originals. Keep the complete document and check approval and linked operations before removing the copy. Two files of the same invoice do not justify two purchases.