How to use AI Smart Upload to auto-create expiries from a document
Upload a PDF, image, or spreadsheet and let AI extract the expiry details for you to review before saving.
What is it
AI Smart Upload uses AI to read an unstructured document (a scanned certificate, a contract PDF, a photo of a license) and extract the likely expiry date, type, vendor, and other fields automatically - you then review and correct the extraction before anything is saved as a real expiry.
Why / when to use it
Steps- Use it for documents where the data isn't already in a spreadsheet - a certificate photo, a signed PDF contract, a scanned permit - where a human would otherwise have to read the document and type the fields in by hand.
- Use Bulk Import instead if your data is already tabular (a CSV/Excel export) - Smart Upload's AI extraction is built for reading documents, not for mapping spreadsheet columns, and Bulk Import is faster and more predictable for that case.
- Always double-check the confidence badge and the extracted fields before importing - AI extraction can misread poor-quality scans or ambiguous documents, which is exactly why the review step exists rather than saving automatically.
- From the sidebar, go to AI Document Scanner (Smart Upload).
- Drag in your files - PDF, PNG, JPEG, WebP, or TIFF (up to 10 MB each), or a CSV/XLS/XLSX spreadsheet (up to 1000 rows).
- Wait for each file to be scanned - an extraction card appears per document, showing the detected Type, Expiry Date, and other fields, along with a confidence badge (green/yellow/red).
- Click Edit details on any card to correct a field, add a missing required value, or toggle optional fields on/off before import.
- Uncheck the checkbox on a card to exclude that document from the import entirely.
- If you uploaded a spreadsheet, review the mapped columns in the table editor the same way as Bulk Import.
- Click Create & import to save everything you've reviewed. Your remaining AI scan quota is shown at the top of the page.