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Uploading Expenses to AI Expenses

This guide explains how to upload expense documents to AI Expenses and helps you process multiple receipts quickly using automated OCR.

Before You Begin​

Ensure you have:

  • Receipt or invoice images in supported formats (PDF, JPEG, PNG, HEIC)
  • Access to Fiskl's web interface
  • Clear, legible document images

Uploading Single Expenses​

To upload a single expense document:

  1. Open AI Expenses

    Select AI Expenses from the left sidebar.

  2. Start upload

    Select Upload or drag files to the upload area.

  3. Choose your file

    Select the receipt or invoice image from your computer.

  4. Wait for processing

    The system extracts data automatically. This takes a few seconds to a few minutes depending on document complexity.

  5. Review extracted data

    After processing completes, review the extracted information for accuracy.

Uploading Multiple Expenses​

To process multiple receipts at once:

  1. Open AI Expenses

    Select AI Expenses from the left sidebar.

  2. Select multiple files

    Hold Ctrl (Windows) or Cmd (Mac) while selecting multiple files, or drag multiple files to the upload area.

  3. Upload batch

    All files upload and queue for processing automatically.

  4. Monitor progress

    The system shows processing status for each document. You can continue working while files process in the background.

What Happens During Processing​

When you upload a document, Fiskl automatically:

  1. Validates the file - Checks format and file size
  2. Converts if needed - Converts HEIC to JPEG and resizes large files
  3. Extracts data - Uses OCR to read all text and structure
  4. Identifies fields - Recognizes vendor, date, amount, tax, line items
  5. Categorizes expense - Suggests appropriate expense category
  6. Saves to Accounts Payable - Creates expense record automatically
  7. Stores original - Preserves original image with the expense

File Requirements and Limits​

Supported formats:

  • PDF (single or multi-page)
  • JPEG/JPG
  • PNG
  • HEIC (Apple photos)

Image quality tips:

  • Ensure text is clear and readable
  • Avoid blurry or poorly lit images
  • Capture entire document in frame
  • Keep images flat (avoid wrinkles or folds)

File size:

  • Large files are automatically resized for optimal processing
  • No manual size adjustment needed

Upload Status Indicators​

StatusMeaning
UploadingFile is transferring to Fiskl
ProcessingOCR is extracting data from document
CompleteExpense is saved and ready for review
ErrorProcessing failed - see error message for details

Common Upload Issues​

Upload fails with "Unsupported file type"

Solution:

  • Verify your file is PDF, JPEG, PNG, or HEIC format
  • Check file extension matches actual file type
  • Try converting the file to JPEG or PDF
Processing takes longer than expected

Solution:

  • Wait a few more minutes - complex documents take longer
  • Check if system is experiencing high load
  • You can continue working - processing happens in the background
  • If processing takes over 10 minutes, contact support
Extracted data is inaccurate

Solution:

  • Ensure original image is clear and readable
  • Check if document is too faded or damaged
  • Re-upload with a better quality image
  • You can manually edit extracted data after processing

Tips for Best Results​

Take clear photos:

  • Use good lighting
  • Hold camera steady
  • Capture entire receipt
  • Avoid shadows and glare

Organize before uploading:

  • Sort receipts by date or vendor
  • Remove duplicates
  • Batch similar expenses together

Upload regularly:

  • Upload receipts as you receive them
  • Don't wait until end of month
  • Fresher receipts are easier to read

What Happens Next​

After upload and processing complete:

  • Expense appears in AI Expenses list
  • Original image is attached to expense record
  • Expense is saved to Accounts Payable
  • System suggests expense category automatically
  • Expense is ready for automatic reconciliation when matching bank transaction appears