It is possible to bring receipts to Netvisor not only via email but also via Visma Scanner mobile application. You can download the app from AppStore (iPhone) or from Google Play Store (Android devices). Visma Scanner makes it possible to give more detailed information and it also enables automation. Netvisor creates automatically either voucher or travel expense report from the data if user has given required information when taking the receipt. If all the required information has not been given in mobile app, the receipt will be brought to Netvisor’s eScan data processing view, where user needs to do the processing.

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Visma Scanner user IDs and charge criteria

To use Visma Scanner mobile app, Netvisor user ID is required. Creating Visma Scanner user IDs does not require separate permissions or roles, it is enough that the person is a Netvisor user and can log into the company's Netvisor environment. This is sufficient with No rights-profile. If the person who uses Visma Scanner has Travel service active, there will not be additional fee of using Visma Scanner. Otherwise eScan price list is used as charge criteria. If travel service is added during the month and receipts have already been sent via the app before this, a normal charge per transmission will apply. After activating the travel service, the charge is included in the travel service price. 

Note that user IDs cannot be created by another person, it must always be done by oneself. The user can only see the receipts they have sent in the Visma Scanner app, and data processing takes place in the Netvisor browser version.

Please note that if the image in the app is not linked to any data in Netvisor within 6 months from the date of the image, the image will be automatically removed from the app. Consequently, the images will also be removed from the Unprocessed data view in Netvisor.

Beginning to use Visma Scanner and functionalities

When logging into the app, you must first select Netvisor as the software to use. Logging into the receipt scanner is done with user ID and password. Before downloading the app, user must log in to Netvisor and create user ID and password for the mobile app. From Netvisor, open Extensions > eScan settings and create login ID. These must be done by oneself, and cannot be done by another person. 

From the view Extensions > eScan settings, you can also renew a forgotten password for the mobile app by clicking 'Update user ID' next to the created email address.

For user ID, user has to have existing email address and password has to fulfill the following requirements:

  • At least eight characters long
  • Includes at least one number
  • Includes at least one special character
  • Includes at least one small letter and capital letter

After creating the ID, download mobile app either from AppStore or from Google Play Store. You can find the app by clicking the icons below. In tablet devices mobile app only works with iOS operating system.

The language of the app is determined by the language of the phone's operating system.

After downloading the app, log in and select the company where the receipts are to be moved. If receipts are scanned to several companies, user must first log off from Visma Scanner and after new log in, select the new company where receipts are to be sent.

The following information can be added to the picture taken with Visma Scanner:

  • Payment date
  • Additional information:
    • Total
    • VAT breakdown by tax rates
    • Currency (Default is empty, but if automatic interpretation is enabled in settings, this is recognized from the receipt/scanned image). 
    • Payment method
    • Cost type
    • Dimensions
  • Description/comment. You can provide a 200-character description here. The scanner itself allows you to enter a 255-character description, but on the Netvisor side, this is truncated to 200 characters in the eScan description view. When the line is taken for editing, 255 characters are visible. 


If you cannot login to Visma Scanner (e.g. you have a new phone)

  • Remove Visma Scanner -app from your phone
  • Disable your Visma Scanner -user ID from Netvisor. Extensions - Netvisor eScan - eScan settings - Left side of the page, step 1. -> Disable user ID
  • Power off your phone and restart it
  • Add Visma Scanner -user ID to Netvisor again. Extensions - Netvisor eScan - eScan settings - Left side of the page, step 1. -> Create login IDs for yourself
  • Install Visma Scanner -app to your phone again
  • Log in with your new user ID you created in step four


If you cannot login to Visma Scanner (e.g. you have a new phone)

  1. Remove Visma Scanner -app from your phone
  2. Disable your Visma Scanner -user ID from Netvisor. Log into Netvisor, then Extensions - Netvisor eScan - eScan settings - Left side of the page, step 1. -> Disable user ID
  3. Power off your phone and restart it
  4. Add Visma Scanner -user ID to Netvisor again. Extensions - Netvisor eScan - eScan settings - Left side of the page, step 1. -> Create login IDs for yourself
  5. Install Visma Scanner -app to your phone again
  6. Log in with your new user ID you created in step four



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Renewing Visma Scanner password

Forgotten Visma Scanner password can be renewed by logging into Netvisor via browser. In the section Extensions > Netvisor eScan > eScan settings click the link "Update user ID" (picture below, step 1).

Save a new password for yourself in the fields "Password" and "Confirm password" (picture below, step 1). After this, click the button "Update user ID" (picture below, step 2).

 Please note that the password must still be formed according to the original instructions:

  • At least eight characters long
  • Includes at least one number
  • Includes at least one special character
  • Includes at least one small letter and capital letter

Cost types in Visma Scanner

Cost type and salary type mean the same thing. Cost types/salary types shown in Visma Scanner are managed in Netvisor. If company has Netvisor’s salary section in use, cost types/salary types will be in Visma Scanner according to salary types. In this case, new cost types/salary types can be added in the view Salaries > Payroll > Payroll model management >Company-specific salary types tab > Add new salary type Note that the "Source" of the salary type must be "Travel expense - cost row" for the cost type to be visible in Visma Scanner.

If the company does not have the Salary section in use, cost types/salary types shown in Visma Scanner can be managed in the "Extensions > Processing of eScan data" view. Press the "Company-specific functions" button and from the menu that opens, select "Cost type management". You can add a cost type and default account from the "Add new cost type" link. Cost type can be edited or deleted from the last cell of the row via arrow key. The accounting account used comes from behind the cost type selection. This requires the user to have at least "Edit rights" in the Accounting section's function-specific rights in Basic data management and Basic data import.

Clearing account for Visma Scanner 

To use Visma Scanner, a desired clearing account must be defined if it is wished that vouchers will be formed via automation to Netvisor. Receipt scanner's clearing account is added in Netvisor in the Accounts used in default postings view, more specific instructions can be found through the link.


Visma Scanner payment method 

Payment methods added to the list are those that have been added to the company in Netvisor. Payment methods can be added from Sales > Basic data and settings > Payment methods view.

Forming voucher automatically

Netvisor tries to form accounting records automatically from the scanned data if at least the following information is given in mobile app:

  • Payment method is something else than "Log a travel expense report". The field must not be left empty either.
  • Cost type
  • Total
  • VAT%
  • Payment date

Vouchers formed by the system will be logged to voucher type "Pump Brought events". Accounting account will be chosen by cost type user has set in the mobile app. Contra-entry will always be done to the clearing account defined in receipt scanner's default postings. If there is no clearing account set in Netvisor, system cannot automatically form accounting entry so document has to be processed manually.

The information given in the Description field in Visma Scanner (Comment field in iPhone) is added in the automatic voucher formation both to the voucher's "Row description" field and "Description" field. If the voucher is not formed automatically when bringing the receipt, the information in the Description field is saved in the attachment description during eScan data processing, and the information is not saved in the Description or Row description fields. The Description given in Visma Scanner must be added manually to the voucher's Description and Row description fields in this situation, so that this information is visible in the data copy.

To ensure the voucher is formed automatically, VAT must be correctly specified in Scanner. If the accounting account selected behind the account has some VAT handling and this conflicts with the VAT rate of the imported data, the voucher cannot be formed correctly. For example, the VAT identifier "No VAT handling" selected behind the account is not sufficient for handling receipt VAT 0%, but the correct VAT % must be specified during scanning. For example, if the purchase amount is 100 e and VAT= 0% for all rows, then the entire amount 100 e is entered in the "VAT 0%" field. The amount to which the VAT handling is applied is always entered in the VAT field. If the VAT applied is 24%, then 100 e is entered in the "VAT 24%" field and Netvisor calculates the VAT share for the voucher based on this. 

If this breakdown is missing, the voucher will not be formed automatically and a notification will be given: "A voucher cannot be made based on the receipt's price breakdown."

Payment methods can be managed in Netvisor's interface in the basic data of sales, on the "Management of methods of payment" tab. You can access the basic data of sales from Sales > Basic data and settings > Basic data of sales.

Forming travel expense report automatically

Netvisor will form a travel expense report automatically from the data if at least the following information is given in mobile app:

  • Payment method is "Log a travel expense report". The field must not be left empty either.
  • Cost type
  • Total
  • VAT% (The amount of VAT must be given completely correctly or the same amount as the total.)
  • Description/Comment. This forms the travel expense's title.

In the mobile app, it is also possible to select the user's unacknowledged travel expense row to be added to an already existing unacknowledged travel expense report in the system and bring a receipt to that row. 

Delete and Update buttons

Delete button can be used to remove data from the app. Note! If the data is under the Unprocessed data heading in Netvisor, the data will also be removed from Netvisor. If the data is processed, removing the data from the app does not affect the data made in Netvisor.

Update button can be used to update the data information, and if the data is under the Unprocessed data heading in Netvisor, the information will also be updated in Netvisor. If the data is processed, editing the data in the app does not affect the data made in Netvisor.

If unprocessed data is deleted from Netvisor, this information will also be updated to the scanner and the data will be removed from the scanner's sent view.

Processing data manually in the interface

If the necessary additional information has not been given in the mobile app to achieve automation, it is possible to process the data ready also from the eScan processing view either as a voucher, travel expense report, sales invoice, or purchase invoice. During the entry, the photographed receipt is always visible and making the entry is easy. 


Scanner settings

Scanner settings can be accessed from the right upper corner menu. The following information is visible here. 

Archive view shows sent receipts and history. The sent view shows all receipts sent to Netvisor and history shows receipts that have already been processed in Netvisor.

Company menu can be used to switch the receipt scanner to another company if you have rights to multiple companies. 

Settings can be used to turn on or off automatic interpretation of receipts and to decide whether the app sends anonymous data for further development, which is used to update the app.

Give feedback can be used to give feedback about the program.

Information shows, among other things, contract information and which version of the app is in use.

Logout. This option can be used to log out of the app, after which you must re-enter the password to log in.


Keywords: Visma Scanner, Netvisor, mobile application, implementation, user IDs, automation, receipt scanner, travel expense report, voucher, VAT breakdown, renewing password, cost types, clearing account, payment method, data processing, settings



This article has been translated using an AI-based translation tool.

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