The Pipeline

FROM PHOTO
TO AUDIT RECORD
IN 5 SECONDS

Six automated steps turn a single photo into a fully documented, valued, and compliance-ready inventory record.

See how eyewear is valued — frame + lens, visualized

Step 01

Photograph or Scan Barcode

A volunteer uses any smartphone or tablet to photograph an item, or scans its barcode with our built-in scanner.

Works on any modern mobile browser — no app install
Supports HEIC photos from iPhones automatically
Barcode scanning covers UPC, GTIN, NDC, and UDI
Bulk upload supports up to 50 images at once

Step 02

AI Identification Pipeline

The image runs through a multi-stage pipeline querying several independent data sources in parallel.

Visual search — reverse-image product matching across billions of pages
OCR & label detection — text and object recognition from photos
Barcode database lookup — UPC/GTIN/NDC/UDI
AI web research — structured queries across live web sources
Machine learning vision model — advanced medical supply recognition

Step 03

Market Valuation

Once identified, the system queries live and historical pricing sources to estimate a defensible fair-market value.

Live marketplace pricing — median and current listings
eBay sold listings — real transaction prices
Medical supply database cross-references
All sources cited and stored with the item record

Step 04

Confidence Scoring & Review

Each item gets a confidence score (0–100). High-confidence items auto-approve; borderline items go to a reviewer.

≥ 70% — auto-approved, no review needed
45–70% — flags for manual review with AI suggestion
< 45% — routed to review queue with all source data
Reviewers can approve, override, or skip

Step 05

Stored & Organized

Every item is saved with full metadata — photo, value, confidence, source citations, batch, and audit timestamps.

Items linked to donation batches and events
Recognition memory improves future identifications
Manual corrections feed back into the AI
Duplicate detection prevents double-counting

Step 06

Report & Export

Generate compliance-ready reports, batch summaries, and full audit trails — exportable as PDF or CSV.

Batch totals with per-item breakdowns
Event-level volunteer activity reports
IRS-ready valuation documentation
Immutable audit log for every change

Events

Running a volunteer
sorting event?

Admin creates event

An event and linked batch are auto-created. A QR code is generated instantly.

Volunteers scan QR

Volunteers scan the QR code with their phone and sign in.

Auto batch assignment

Each volunteer is automatically added to the event's scan batch.

Start scanning immediately

The app opens to Scan & Identify, pre-loaded with the correct batch.

Compliance

Built for audits
from day one

Every scan, every manual correction, every status change is recorded in an immutable audit log.

IRS Form 990 — accurate in-kind donation valuations
Grant audits — itemized inventory with source citations
Donor transparency — full item-level breakdown available
Role-based access — auditors get read-only view
Data privacy — GDPR-aligned consent and deletion workflows

What gets logged?

Item createdWho & when

Value changedOld → new, changed by

Status updatedPending → Verified, by whom

Batch exportedWhat & who

Role changedAdmin action + reason

Manual overrideAI suggestion vs. decision

Try it yourself

Open the dashboard and scan your first item — the full pipeline runs automatically.

FROM PHOTOTO AUDIT RECORDIN 5 SECONDS