Extracta — Self-Hosted AI Invoice & Receipt Data Extractor (BYO Key)
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
What you get
Vision-LLM extraction, your key
Sends each invoice or receipt to OpenAI, Anthropic, or a local Ollama model using your own API key — your documents never leave 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 or developer-friendly JSON.
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 never cached offline, so what you see is always live.
Own It 2.0 — API, 2FA, backups, dark mode
Extracta 2.0 adds the 2.0 owner layer. Upgrade by replacing the files — the database migrates itself, and it is still the same one-time purchase.
- REST API with an OpenAPI spec and signed webhooks
- Two-factor sign-in (TOTP)
- Email notifications through your own SMTP
- One-click backups
- Dark mode
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.
- Roles with email invitations and a last-admin guard
- Append-only audit trail across browser, API and agent
- Printable PDFs
- Your logo and colours throughout
- Scheduled backups with a guided dry-run restore
- Optional single sign-on (OIDC)
Pricing — one-time, yours forever
- ✔ Full source included — PHP you can read and change
- ✔ No subscription. One payment, yours forever
- ✔ It never phones home
- ✔ Your data stays on your server
No reviews yet — so here is what we offer instead. Every competitor price on our comparison pages is source-linked and dated, and when a vendor’s price won’t load we say so rather than guess. See the sources for yourself →
Screenshots
Honest limitations
- No direct accounting software integration (exports CSV/JSON, you import manually)
- Single-tenant: one admin account per installation
- No OCR built in — relies entirely on the LLM's vision capability
- Scanned PDFs (images embedded in PDF) may have lower accuracy than native text-layer PDFs
- Extraction accuracy is not guaranteed for any specific format, language, or jurisdiction
2-minute web installer, plain PHP 8+ with MySQL or SQLite, zero Composer dependencies — includes a demo mode with pre-baked sample data.
Covered in these guides
Four extraction vendors, four different meters — per page, per credit, per document, and a $500 floor. The right choice depends entirely on your monthly volume. Here is where each one wins, from their own pricing pages.
Six tracked vendors publish a minimum monthly charge under their headline per-user price. We worked out where each floor bites, from the vendors' own pricing pages. Below those thresholds, the advertised rate is decorative.
Frequently asked questions
Is my API key safe?
It's stored in your own database and transmitted only in the outbound HTTPS request you trigger to your chosen provider — never logged, echoed, or passed through any Extracta infrastructure.
Will this run on shared hosting?
Yes — PHP 8+ with pdo, curl, and fileinfo, extensions present on virtually all cPanel/Plesk hosts; installs through the web installer in about two minutes.
Do I need my own API key?
Yes — an OpenAI or Anthropic API key, or a local Ollama instance, is required; Extracta doesn't include one.
What about PDFs?
Image formats (PNG, JPEG, WebP) work reliably with all three providers; Anthropic handles text-layer PDFs natively, while OpenAI and Ollama treat PDFs as best-effort.
What does it cost to use?
Extracta itself is a one-time purchase; your ongoing cost is only your own LLM usage, which varies by provider and model and should be checked with your provider.