ParsePilot – Lightning OCR & Auto-Fill Toolkit for Perfex CRM

Description

NOTE: This is a module for Perfex CRM. It
is not a standalone script.

ParsePilot — Scan invoices & receipts. Auto-fill Perfex. Done.

ParsePilot is a zero-setup OCR + Autofill module for Perfex CRM. Drag & drop a PDF or
image (or use your phone camera) and ParsePilot instantly extracts fields and
writes them into Perfex forms—Invoices, Expenses, and the AJAX “Record Payment” panel—without
leaving the page.

• One-click Scan & Fill: A modern modal on Invoices, Expenses, and Payments.
• Images & PDFs: JPG, PNG, WEBP, HEIC, TIFF, and PDF (large files supported).
• Header + Line Items: Numbers, dates, currency, customer, and multi-line parsing.
• Smart Customer Match: Auto-search the Perfex AJAX customer picker and select the right client.
• Tax Resolver: Detects implied tax %, reuses existing taxes, or creates a new tax automatically.
• Expenses aware: Sends vendor to Customer, suggests categories, fills payment mode
  & taxes.
• Payments panel: Works inside the invoice’s Record Payment drawer (AJAX)—no page
  reloads.
• Confidence meter: Warns on low-confidence extractions so you can review before applying.
• Mobile-ready: “Take photo” capture, responsive UI, and large tap targets.
• Multi-language OCR: Select your languages (e.g., en,de,it,fr) for better results.

Who is it for?

Teams that hate typing invoices. Accounting, operations, and field staff who receive lots of invoices/receipts and
want them in Perfex fast—with fewer mistakes.

How it works (clear & simple)

1. Open a form: Invoices → Create, Expenses → Create, or open an invoice and click
   Record Payment.
2. Click “ParsePilot — Scan & Fill”: Use drag-and-drop, upload, or the camera button.
3. Review & tweak: Header fields, optional line items, tax resolver, and confidence hint.
4. Apply: ParsePilot writes values into the current Perfex form—without reloading your page.

Need help mapping edge-cases? We do custom parsers, languages, and tweaks (paid service). Contact lenzcreativee@hotmail.com.

Requirements

• Perfex CRM (latest stable)
• OpenAI API key
• Server can reach api.openai.com

Key Features

• Instant Capture: Drag & drop, upload, or phone camera. Works with PDFs and common image
  formats.
• Invoice Intelligence: Customer, VAT/Tax ID, invoice number, dates, currency, totals, notes, and
  line items.
• Expense-smart: Sends vendor to the Expense Customer field (AJAX), suggests
  categories, sets payment mode, reference #, date, amounts, and taxes (Tax 1 & Tax 2).
• Payments-smart: Inside the invoice’s payment drawer: fills amount, date, method, transaction
  ID, and note.
• Tax Resolver: Calculates implied tax from subtotal/tax totals; reuse an existing Perfex tax or
  auto-create one—then apply line-by-line or keep as an adjustment.
• Confidence & Controls: Low-confidence warning, “Apply all” toggles, per-field checkboxes,
  and per-row selection.
• Mobile UX: Touch-friendly layout, single-column fields on small screens, and responsive
  line-item editor.
• Languages: Hint ParsePilot with your preferred OCR languages (e.g.,
  en,de,it,fr,es).
• Secure: Your OpenAI key stays in Perfex settings.
• Hooks & Extensibility: Built with Perfex hooks for easy future customizations.

Modern, guided import

Clean modal with preview, confidence badge, per-field switches, and a simple tax resolver.

Line items (optional)

Edit descriptions, quantities, rates, tax, and unit before applying to the invoice table.

Expense OCR

Payments OCR

Best Practices

• Use clear scans or exports for best OCR (300 DPI+ when possible).
• Set your expected OCR languages in ParsePilot settings for higher accuracy.
• Glance at the confidence badge—low scores just mean “take a quick look.”

Important Notes

• OpenAI account required. You manage your OpenAI usage/costs.
• Designed for the latest stable Perfex CRM.
• We’re available for custom parsing and mappings. Email lenzcreativee@hotmail.com.

1. Login to Perfex CRM as admin
2. Go to Modules → Installed Addons
3. Upload the module zip
4. Click “Install”
5. Open ParsePilot → Settings, paste your OpenAI key, set OCR languages & confidence threshold
6. Go to Invoices/Expenses (or open Record Payment) and click ParsePilot — Scan & Fill

Version 1.0.0 – 2025-10-24

• Initial release
• OCR for Invoices, Expenses, and the Record Payment panel
• Drag & drop, upload, and camera capture (mobile)
• Customer auto-match, category hints, payment mode/tax pickers
• Line items parsing with per-row controls
• Tax Resolver: reuse or auto-create Perfex taxes
• Confidence meter & Apply-all toggles