Expenses List

The expenses list provides a comprehensive view of all your business costs. You can easily track each expense’s status, amount, and details at a glance.

AI Expense Scanning

Premium Feature - AI expense scanning requires a Premium subscription.

Scan your receipts and supplier invoices to automatically create expenses. AI extracts the key information to save you time.

How It Works

1. Upload your documents - Click “Scan expenses” and select your files
2. Accepted formats - PDF, JPG, JPEG, PNG (5MB maximum per file)
3. Automatic extraction - AI analyzes and extracts:
   • Merchant name and identifiers (RC, ICE, etc.)
   • Document date
   • Amounts (subtotal, tax, total)
   • Purchase description
4. Review and validate - Review the extracted data and validate

Tips for Best Results

• Take clear, well-lit photos of receipts
• Ensure the entire receipt is visible in the image
• Scanned PDF documents give the best results
• Avoid reflections and shadows on documents

Understanding Expense Status

Expenses progress through different statuses in the system. Understanding these statuses will help you better manage your workflow.

Scanning Statuses

• Draft: The expense is being prepared and can be modified
• Processing: AI extraction is in progress
• Processed: AI extraction is complete, ready for review
• Failed: AI extraction failed (bad image, unrecognized document, etc.). If it’s a genuine expense that AI simply couldn’t read, you can fill in the missing data by hand and finalize it (see Available Actions below)

Post-Validation Statuses

• Final: The expense has been validated by the user
• Rejected: The expense has been rejected by the user
• Partial: Partial payment has been made
• Paid: The expense has been fully paid
• Overdue: Payment is overdue

Available Actions

For each expense, you can access various options by clicking the “Actions” button:

Unlike invoices and quotations, an expense does not offer “Send by email” or “Mark as sent”: an expense is a supplier bill you received, so there is nothing to send. Those actions remain available for invoices and quotations.

General Actions

• Modify - Update expense details as needed
• Preview - Open the scanned file (receipt or supplier invoice) attached to the expense. If no file is attached, the option remains visible but disabled, with the tooltip “No attachment”
• Add Expense Payment - Record a payment on an expense that is final, partial, or processed (not available once the expense is fully paid). Enter the amount, date, and payment method; several partial payments are supported, and the status automatically moves to “Partial” then “Paid” as the total paid reaches the expense amount. A payment can also be recorded by reconciling a bank transaction — both methods feed the same data.
• Finalize (failed expenses) - If AI could not read a receipt, manually fill in the supplier, amounts, and category, then finalize the expense from this menu or from the Finalize button on the edit page. The button stays disabled until a supplier and a total greater than zero are filled in (“Fill in the supplier and the amount before finalizing”). Reprocess remains available alongside it if you’d rather retry the AI extraction.

Post-Scanning Actions

• Validate - Confirm that AI extraction is correct, status becomes “final”
• Reject - Discard the expense, status becomes “rejected”
• Edit - Modify extracted data before validating

Features

Our expense management system helps you track your business costs with ease. The main screen displays all your expenses with their status, allowing you to quickly identify which require attention.

Each expense shows important information including:

• Expense number (e.g., EXP/2025/001)
• Description
• Expense Category
• Total amount
• Current status
• Date

The Expense Category column shows the expense’s category (Energy, Supplies, etc.), set from the expense edit form; it determines the expense’s VAT deductibility.

Creating a New Expense

You have two options for adding an expense:

1. AI Scanning - Click “Scan expenses” to upload receipts and let AI extract the information automatically
2. Manual Entry - Click “New Expense” to create an expense manually

Tip: Use the search and filter options to quickly find specific expenses by description, status, or date range.