How to Use MetroAI OCR for Invoice and Bill Extraction in Metro Accounting System?

What MetroAI OCR does

End-to-end flow from settings to draft invoice or bill.

1. Configure your OCR provider, API key, and AI model in Settings.

2. Open Invoices or Bills and click Upload.

3. Choose Single or Bulk, select document(s), then click Upload and Extract.

4. Review extracted fields next to the document preview.

5. Fix any issues (for example missing partner), then create the draft record(s).

About the red rectangles: Every screenshot below has red boxes drawn on the important controls. The numbered list under

each image explains exactly what that highlighted control means and what you should do.

1. Configure API key and model
Do this once per company before uploading documents.

1. Open the Settings app from the main sidebar.

2. Select Metro AI OCR in the settings menu.

3. Choose an OCR Provider (Google Gemini, OpenAI, or Google Document AI).

4. Enter the provider API key, refresh models if needed, select the model, then click Save.

Option A — Google Gemini



Settings → Metro AI OCR (Google Gemini)

1.Settings

Click the Settings icon at the bottom of the main sidebar to open system configuration.

2.Metro AI OCR

Open the Metro AI OCR settings block. All OCR options for the current company live here.

3.OCR Provider

Select Google Gemini. Only the selected provider is used for document extraction.

4.Google Gemini API Key

Paste your API key from Google AI Studio into this field. The value is stored securely (masked).

5.Default & Fallback Gemini Model

Pick the Default Gemini Model used for extraction. Click Refresh Models after entering the key to load the latest list. The

Fallback Gemini Model is used only if the default model fails for this company

Option B — OpenAI



Settings → Metro AI OCR (OpenAI)

1.Settings

Open Settings from the main sidebar.

2.Metro AI OCR

Go to the Metro AI OCR configuration page.

3.OCR Provider

Select OpenAI so invoice and bill extraction uses GPT vision models.

4.OpenAI API Key

Enter an API key that has access to GPT vision models.

5.OpenAI Model

Choose the company model from the dropdown. Click Refresh Models after saving the key so the latest top models appear,

then click Save.

2. Upload a customer invoice
Accounting → Customers → Invoices → Upload

1. Go to Accounting → Customers → Invoices.

2. Click the Upload button on the invoice list.

3. The Upload Customer Invoice wizard opens.

4. Choose Single or Bulk, select the file(s), then click Upload and Extract.

Single upload



Invoice list → Upload → Single mode

1.Upload Mode = Single

Use Single when you want to process one invoice document at a time.

2.Document File

Click Upload your file and select one PDF or image (JPG/PNG).

3.Upload and Extract

Starts OCR. When finished, the Review Workspace opens so you can check and create the draft invoice.

Bulk upload



Invoice list → Upload → Bulk mode

1.Upload Mode = Bulk

Use Bulk to process several invoice files in one run.

2.Choose Files

Click Choose Files or drag-and-drop multiple PDF/image files into the dashed area.

3.Upload and Extract

Runs OCR on all selected files, then opens the Review Workspace for the whole batch.


3. Review customer invoice (single document)
Compare OCR fields with the original file, fix issues, then create the invoice draft.

Review Workspace layout: Left side = extracted fields and invoice lines. Right side = uploaded document preview. Always

verify totals, dates, partner, and lines against the preview before creating the record.



Invoices / Document Preview Screen

1.Create / Select Contact

Appears when the partner from the document is not found in MetroERP (status shows NEEDS FIX ). Click this to create a

new contact or link an existing one.

2.Create This Draft

After the data looks correct (and any partner issue is resolved), click this to create the draft customer invoice from the OCR

result.

4. Review customer invoices (bulk)
When several invoice files were uploaded, move through each document, then create invoice drafts.

1. Use the document counter (for example 1 of 2) to see your place in the batch.

2. Use the filename dropdown under Uploaded Document to jump between files.

3. Fix any NEEDS FIX items until the document is READY

4. Create one draft with Create This Draft, or all ready documents with Create All Ready.

Invoice bulk — document 1



Bulk invoice review — first document

1.1 of 2

Shows you are reviewing the first document in a two-file bulk upload.

2.Document filename selector

Identifies the current file and lets you switch to another uploaded document in the batch.

3.Create All Ready

Creates draft invoices for every document in the batch that is already Ready (skips ones still needing fixes).

Invoice bulk — document 2



Bulk invoice review — second document (Ready)

1.2 of 2

You are on the last document in the batch.

2.Document filename selector

Confirms which source file is currently shown in the preview pane.

3.Create This Draft

Creates a draft for only the document you are viewing now.

4.Create All Ready

Batch-creates drafts for all Ready documents in one click.

5. Upload a vendor bill
Accounting → Vendors → Bills → Upload

1. Go to Accounting → Vendors → Bills.

2. Click the Upload button on the bills list.

3. The Upload Vendor Bill wizard opens.

4. Choose mode, select document(s), then click Upload and Extract.

Single upload



Bills list → Upload → Single mode

1.Upload Mode = Single

Process one vendor bill or receipt at a time.

2.Document File
Click Upload your file and pick the bill PDF or image.

3.Upload and Extract

Extracts header fields and lines, then opens the bill Review Workspace.

Bulk upload



Bills list → Upload → Bulk mode

1.Upload Mode = Bulk

Upload and extract several vendor bills together.

2.Choose Files

Select multiple files or drag them into the drop zone.

3.Upload and Extract

Processes the batch and opens the Review Workspace so you can review each document.

6. Review vendor bill (single document)
Compare OCR fields with the original file, fix issues, then create the bill draft.

Review Workspace layout: Left side = extracted fields and bill lines. Right side = uploaded document preview. Always verify

totals, dates, partner, and lines against the preview before creating the record.



Bills / Document Preview Screen

1.Create / Select Contact

Same partner check for vendor bills. If the vendor is missing, create or select the contact before creating the draft.

2.Create This Draft

Creates a draft vendor bill from the reviewed OCR data.

7. Review vendor bills (bulk)
When several vendor bill files were uploaded, move through each document, then create bill drafts.

1. Use the document counter (for example 1 of 2) to see your place in the batch.

2. Use the filename dropdown under Uploaded Document to jump between files.

3. Fix any NEEDS FIX items until the document is READY

4. Create one draft with Create This Draft, or all ready documents with Create All Ready.

Bill bulk — document 1



Bulk bill review — first document

1.1 of 2

Batch progress indicator for vendor bills.

2.Document filename selector

Shows the active uploaded bill file; use it to move between documents.

Bill bulk — document 2



Bulk bill review — second document

1.2 of 2

Last document in the vendor-bill batch.

2.Document filename selector

Switch or confirm the receipt/bill currently under review.

3.Create All Ready
Creates draft vendor bills for all documents that passed validation.


Tips & status meanings

Quick reference while you review OCR results.

• Status badges
  NEEDS FIX something must be corrected (often a missing partner) before create.
  READY validation passed; safe to create the draft.

• Create buttons
  Create This Draft — one record for the open document.
  Create All Ready — all Ready documents in the current bulk session
  
  
• Before you upload
  Save Metro AI OCR settings after changing provider, key, or model.
  Use clear scans; avoid cropped totals or blurred line items.
  Prefer PDF when the original is digital.
  
  

• During review
  Always compare left-side fields with the right-side preview.
  Check currency, invoice number, dates, tax, and line amounts.
  Resolve partner mismatches with Create / Select Contact.

To get more details, how Use MetroAI OCR for Invoice and Bill Extraction in Metro Accounting System, please do contact us at  support@metrogroup.solutions