Upload and review expense receipts with AI

Open the receipt upload and choose a PDF or image. Each file is capped at 25 MB; the organization's storage limit also applies. Just choosing the file starts recognition in the background. For that, the file is passed to the configured AI service via AWS Bedrock. Canceling the dialog doesn't undo an AI call that's already started.

Wait for the scan result. Check the date, amount, and merchant against the original. Add a clear name and choose a project if needed. You make the project assignment yourself in this dialog; the scan doesn't automatically set a reliably determined project. For foreign-currency receipts, pay particular attention to the amount and stored currency.

Save the receipt after checking it. A duplicate notice refers to an already-existing identical file based on its checksum, not just the same date. Then decide whether to cancel, or deliberately upload the file anyway. A newly photographed version of the same receipt can have a different checksum and go undetected.

The scan's label shows the state of automatic recognition. Depending on configuration, a second AI pass checks the values; differences are flagged for follow-up review. Even matching results aren't confirmation of correct accounting data. A failed scan doesn't prevent storing the receipt: add the data manually in that case. The separate review status describes the human check.

Search the expense list by receipt name or merchant. Use the filter icon to narrow by period, status, and project. Clicking the receipt opens its details. There, you can open the original file and edit and save the name, date, amount, merchant, and project. For receipts with structured import data, a review toggle also appears with New, To review, and Reviewed. For regular image/PDF receipts, this toggle currently isn't generally shown.

Where the review toggle is shown, switching to Reviewed is an approval and requires Owner or Admin rights. From the configured approval threshold, someone other than the original uploader must approve it. Changes to key receipt details can reset an existing approval. The current detail dialog, however, always sends receipt fields along when saving; this can cause the server to set the Reviewed choice back to To review. Check the status after reopening, and don't treat the selection alone as a successful approval.

Check the record and use the action to create an expense if you want to use the amount further in Budgeting. An amount and suitable details need to be present. The current conversion path supports EUR receipts and prevents a second expense for the same already-linked receipt. Afterward, check the Budgeting expense and its billable status; simply storing it in the upload dialog isn't that conversion yet.

Receipt storage registers a protected original file. Removing a receipt from the list doesn't necessarily mean every archived document copy is physically deleted. So don't treat Delete as a guarantee that every copy is destroyed; for retention questions, check the actual document inventory.