Smart Upload

Smart Upload is HorseBook's AI-powered document processing feature. Instead of manually typing in information from every Coggins test, registration paper, or receipt, you upload the document and AI does the data entry for you.

How It Works

Smart Upload uses a two-pass AI extraction process:

Pass 1: Classification

When you upload a document, the AI first identifies what type of document it is — Coggins test, registration paper, health certificate, receipt, and so on. This classification determines which fields to extract next.

If the AI is confident in its classification (above the 0.5 confidence threshold), it proceeds to type-specific extraction. Below that threshold, it falls back to a generic extraction that captures whatever information it can.

Pass 2: Type-Specific Extraction

Based on the document type, the AI extracts the relevant fields. For example:

• A Coggins test yields the horse name, test date, result, lab, accession number, and expiration
• A registration paper yields the horse name, registered name, breed, color, sex, date of birth, sire, dam, and registration number
• A receipt yields the vendor, date, amount, line items, and category

Each document type has its own extraction template optimized for the fields that matter.

Using Smart Upload

1. Go to the Smart Upload section (or click Upload Document from the dashboard)
2. Select or drag in your file (PDF, JPEG, or PNG)
3. Wait for AI processing — typically 6-12 seconds per document
4. Review the extracted data alongside the original document
5. Correct any fields if needed
6. Assign the document to a horse (or accept the AI's suggested match)
7. Confirm to create the record

What Happens After Upload

Depending on the document type, confirming the extraction can:

• Create a document record — stored in the horse's document section
• Create a medical record — for Coggins tests, the relevant medical record is created automatically
• Create an expense record — for receipts, an expense is created with the extracted amount, vendor, and line items
• Create a new horse — for registration papers, you can create a new horse with all the extracted identity fields pre-filled

AI Confidence

Each extraction includes confidence indicators showing how sure the AI is about its results. Fields with lower confidence are highlighted so you know where to double-check.

Processing Model

Smart Upload is powered by Claude, Anthropic's AI model, using vision capabilities to read documents. Each document upload counts as one extraction against your monthly AI quota. See your account settings for current usage.

Processing time is typically 6-12 seconds per document for single-pass extraction and 7-13 seconds for the two-pass classification-then-extraction flow.