Extracta

Extract invoice & receipt data with your own AI key — self-hosted, human-reviewed.

The problem it solves

Every business processes invoices and receipts, and someone still retypes the vendor name, date, and line items into a spreadsheet by hand, because the numbers live in a PDF attachment or a phone photo, not in the accounting tool. Black-box SaaS extraction services solve the typing, but they own your documents, charge per-page subscriptions, and require trusting a third party with financial data.

• Manual re-entry of invoice and receipt data
• SaaS tools that store a copy of your financial documents
• Recurring per-page charges for something you could run yourself

Every feature

• QuickBooks & Xero export presets. Download the CSV their importer expects — columns, date format and signs already right, one row per line item. The default export stays byte-identical, so existing scripts keep working; the formula-injection guard covers every layout.
• Vision-LLM extraction, your key. Sends each invoice or receipt to the model you choose, on your own API key (e-invoices are read from their XML, with no model). With OpenAI or Anthropic the file goes to that provider under your account; with a local Ollama model it never leaves your server.
• Full field extraction. Pulls vendor, invoice number, invoice date, due date, currency, subtotal, tax, total, and full line items.
• Arithmetic cross-check. Flags when subtotal plus tax doesn't equal total, or line items don't add up, so you catch model errors before exporting.
• Human-in-the-loop review. Review and correct every extracted field on screen before it enters your records.
• CSV/JSON export. Export clean, spreadsheet-ready CSV, developer-friendly JSON, or QuickBooks and Xero import files with each invoice's account filled in.
• Switch providers anytime. Change between OpenAI, Anthropic, and Ollama in Settings in under a minute.
• Installable mobile app (PWA). Add it to a phone or tablet home screen straight from the browser — a full-screen app served from your own server, with no app store involved. Business data is not stored offline on the device; what you see is read live.
• Upload fifty at once. Choose or drop up to 50 invoices and receipts in one go, then read the whole batch with one button, ten at a time.
• Forward invoices by email. Turn on the email inbox and the PDF and image attachments mailed to your own invoices mailbox arrive as documents, ready to review. Off until you switch it on; your mailbox, your server.
• Invoices that arrive coded. Set an account on a supplier's invoice once and their next invoices arrive with it filled in, ready for the QuickBooks Account or Xero AccountCode column. A rule never changes an account you set yourself.
• A pile of invoices in one PDF. Scan a stack into one file: each invoice or receipt becomes its own document, and each is marked as an invoice, a receipt or a credit note.
• It tells you what to check. Every field is scored from how it was printed, so a date that could be day-first or month-first, or a number found inside other words, is marked for a second look.
• Photograph receipts on your phone. Take a photo of each receipt in a row, then upload them together.
• An e-invoice you can read. An XRechnung has no picture, so Extracta lays its XML out as an invoice beside the fields you review: who it is from, the lines, the VAT per rate, the totals and the account to pay, read from the file itself.
• E-invoices read from their own XML. XRechnung, ZUGFeRD, Factur-X and Peppol UBL invoices are read from the XML they carry, as a file or inside the PDF: no AI model, no key, nothing to guess. The file is kept exactly as received. Extracta is not a Peppol or platform connection: you bring the files in by upload, email or the drop-box.
• VAT details in your exports. For an e-invoice, the seller's VAT ID, the buyer reference, the account to pay and the VAT per rate travel into the CSV and JSON exports and the API.
• Record what you reported. Where you report a received invoice's acceptance, rejection or payment on a platform, record the status, the date and the platform's reference beside the invoice; it travels into the exports and the API. Extracta keeps the record; the reporting itself stays with your platform.
• Updates from inside the app. The Updates page installs a new release with your license key: Ownware's signature is checked, a backup is taken first, and the app puts the previous version back by itself if the update is interrupted or the database step or start-up check of the new version fails. It never checks by itself.
• Backups by themselves. Automatic backups, an optional copy to S3-compatible storage you own, and a weekly check that the latest backup reads back. The Health page names anything that needs attention.
• Own It 4.0.1 — fixes and an up-to-date manual. For Extracta, 4.0.1 fixes an installer and its invite page that had lost their styling, a rollback that a page opened during an update could stop and a command-line update that ended in an error after putting the previous version back. Its manual, FAQ and QUICKSTART now cover everything 4.0 added, including two Nginx rules that keep the data folder private. Your license covers it: press Check for updates on the Updates page, or download it from your order page.
• Own It 4.0.2 — the installer opens on every host. For Extracta, 4.0.2 fixes a fresh install on an Apache host: the one-page setup at /install/ looped back to itself and never opened, and now it opens. Your license covers it: press Check for updates on the Updates page, or download it from your order page.

Release notes in full

• Own It 4.1: client installations and your other tools. For Extracta, 4.1 makes two changes that every app gets. An Extended license bought from October 4, 2026 covers up to ten client installations, one per client project: hand each one over to the client or host it for them, with the client's logo and colors from the app's branding settings. The API reference now shows how to connect Extracta to Zapier, Make or n8n, using its own webhooks and API key. Your license covers the update: press Check for updates on the Updates page, or download it from your order page.
• Own It 4.0: it updates and backs itself up. For Extracta, 4.0 means updates from inside the app: the Updates page checks for a new release with your license key, verifies Ownware's signature, takes a backup and puts the previous version back by itself if the update is interrupted or the database step or start-up check of the new version fails. A new install can start with a sample business and remove it in one click; backups run by themselves, with an optional offsite copy and a weekly check that the latest one reads back; and the Health page says whether the install is looking after itself.
• Own It 3.3: e-invoices read from their own XML. 3.3 is for the invoices that arrive as data. XRechnung, ZUGFeRD, Factur-X and Peppol UBL invoices are read from their own XML, with no model and no key, laid out as an invoice you can read, and their VAT details travel into your exports. Where your country has you report a received invoice on a platform, you can record what you reported beside it: Extracta keeps the record, and the reporting itself stays with your platform.
• Own It 3.2: the pile comes in, already coded. 3.2 is about getting invoices in without the typing. Upload fifty at once, forward them by email to your own mailbox, photograph receipts on your phone or scan a whole pile into one PDF. A supplier's next invoice arrives coded to the account you set once, and every field shows how sure the reading is, so you check the doubtful ones first, on the model and key you choose.
• Own It 3.1: it writes to the people you serve. The 3.1 wave gave the catalog a way to reach the other side of the transaction: counterparty email through your own SMTP server, calendar feeds your own calendar subscribes to, attachments filed where the paperwork belongs, and export presets other people's software imports. Each outbound feature ships switched off and runs on your own credentials; a failed send is recorded, and the action that triggered it stands. What this app gained is listed at the top of this section.
• Own It 3.0: works for your AI, not just for you. Agents connect over MCP to list documents, read extracted fields, submit corrections and clear the review queue — and the field whitelist applies to them exactly as to people: send a field Extracta does not declare and it is dropped, not stored. Extraction templates apply a named subset of fields per document type and can only narrow, never invent.
• Own It 2.0: API, 2FA, backups, dark mode. The owner layer every Ownware app carries. Upgrade by replacing the files — the database migrates itself, and it is still the same one-time purchase.