From receipt to recorded expense

1. Add your receipt or supplier invoice

On your phone, use the quick-add menu and choose Expense document. Choose Take photo or Choose from device, check the preview, then select Send expense document. The document is queued for processing; you can immediately add another.

For files already on your computer, open Documents and choose Upload document. Use a clear, complete image or PDF so the supplier, date, and amounts are readable.

• Mobile capture accepts PDF, JPEG, PNG, or WebP files up to 10 MB.
• Keep all relevant parts of the receipt in the photo, including tax and total.

2. Forward documents or connect an intake source

In Documents, open Send documents via email and copy the address shown for your account. Forward the invoice or receipt as an attachment to that address. It will arrive in the document inbox for review.

You can include context in the email, such as a category hint or that the receipt has already been paid. Check these suggestions before creating the expense.

Supported intake integrations include managed folders in Microsoft OneDrive and Dropbox, plus supported incoming e-invoices through Billberry. A team administrator must configure the relevant connection. Integration documents still go through review; structured e-invoice data may be used directly instead of AI extraction.

• Keep the intake address private: anyone who knows it can submit documents as you.
• If the address is exposed, use the reset option in the email dialog. The old address stops working.

3. Check the extracted details

Open the document and compare the suggested values with the source shown alongside them. If extraction is still processing, wait for the ready notice and choose Refresh page to load the result.

Check the supplier, document number, issue date, currency, total, and tax. Select the correct expense category and any project or client that applies. Review payment hints rather than assuming an uploaded receipt is paid.

AI suggestions are a starting point. Correct missing or inaccurate values before confirming. AI extraction depends on your team’s plan and AI setup; managed AI uses the available credit allowance. Ask your administrator to check the setup or credits if AI is unavailable.

• If using extracted expense rows, check descriptions, quantities, prices, categories, and tax rates. Resolve mismatched totals before enabling Use rows.
• The example below shows a fictional supplier invoice beside its review fields.

View full screen

4. Confirm the review and create the expense

Set Approval action to Create expense when this is a business expense. Complete required fields, including the document number, category, and a positive total.

Without a required approval workflow, use Convert to expense. When approval is required, use the review or submission action shown and let the assigned reviewers complete the workflow. Depending on the workflow, confirming review submits it automatically or Save and submit for approval is available.

For an expense-targeted document, successful final approval can create the expense automatically. If required details are still missing, complete them and use Convert to expense. Open the resulting expense to check it; the source document is retained with it.

5. Handle exceptions without adding another copy

If a possible duplicate is flagged, compare it with the existing record. Choose This is a duplicate to prevent conversion, or Keep this document if it is a separate purchase.

If extraction is incomplete, enter the missing values from the source. If uploading from your phone fails, your selection remains available so you can try sending it again.

If an existing inbox item is marked Failed, check its status and ask your team administrator to investigate processing or the source connection. Avoid repeatedly forwarding or uploading the same document. If a required field blocks conversion, correct the highlighted field on the existing document.