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Managing AI Expenses

This guide explains how to review and manage expenses after AI processing and helps you verify extracted data accuracy.

Viewing AI Expenses​

To view your processed expenses:

  1. Open AI Expenses

    Select AI Expenses from the left sidebar.

  2. Browse expense list

    All processed expenses appear in chronological order with key details visible.

  3. View expense details

    Select any expense to see the complete extracted data and attached documents.

Understanding Expense Details​

Each AI Expense includes extracted information and stored documents.

Extracted information:

  • Vendor name — Business that issued the receipt
  • Date — Transaction date from the document
  • Amount — Total expense amount
  • Tax / VAT — Tax amount if shown on the receipt
  • Category — Suggested expense category
  • Line items — Individual items if applicable (detailed invoices)
  • Payment method — How the expense was paid (if indicated)

Document storage:

  • Original image — Preserved receipt or invoice image
  • Processing metadata — Extraction confidence scores
  • Upload timestamp — When the document was uploaded

Reviewing Extracted Data​

After processing completes, review the extracted information:

  1. Check vendor name

    Verify the business name is correct and properly spelled.

  2. Verify amount

    Confirm the total matches the receipt. This is the most important field.

  3. Validate date

    Ensure the transaction date is accurate.

  4. Review category

    Check whether the suggested category is appropriate for this expense.

  5. Examine line items

    For detailed invoices, verify that individual line items were extracted correctly.

Editing AI Expenses​

If extracted data needs correction:

  1. Select the expense

    Select the expense you need to edit.

  2. Select Edit

    Select the Edit button to modify expense details.

  3. Make corrections

    Update any fields that were extracted incorrectly:

    • Vendor name
    • Amount
    • Date
    • Category
    • Line items
    • Notes

  4. Save changes

    Select Save to update the expense record.

tip

The system learns from your corrections to improve future extractions for similar vendors and document types.

Viewing Attached Documents​

To view the original receipt or invoice image:

  1. Open expense details

    Select the expense to view its full information.

  2. View attachment

    Select the document thumbnail to open the full-size image.

  3. Download if needed

    Select Download to save the original image to your computer.

Filtering and Searching​

To find specific expenses:

By date range:

  1. Select the date filter
  2. Select start and end dates
  3. Select Apply

By vendor:

  1. Use the search box
  2. Enter the vendor name
  3. Results filter automatically

By category:

  1. Select the category filter
  2. Select one or more categories
  3. View filtered results

By amount:

  1. Select the amount filter
  2. Enter minimum and/or maximum amount
  3. Select Apply

Understanding Reconciliation Status​

Each expense shows its reconciliation status:

StatusMeaning
UnreconciledNo matching bank transaction found yet
MatchedSystem identified a potential bank transaction match
ReconciledConfirmed match with bank transaction
ManualYou manually linked the expense to a transaction

Deleting AI Expenses​

To remove an expense:

  1. Select the expense

    Select the expense you want to delete.

  2. Select Delete

    Select the Delete button.

  3. Confirm deletion

    Select Confirm in the dialog box.

warning

Deleting an expense removes both the expense record and its attached documents permanently. This action cannot be undone.

Exporting AI Expenses​

To export expense data:

  1. Apply filters (optional)

    Filter expenses by date, vendor, or category.

  2. Select Export

    Select your export format:

    • CSV for spreadsheet analysis
    • PDF for printing or sharing

  3. Download file

    Save the exported file to your computer.

Common Issues​

Correcting misread vendor names
  1. Select the expense
  2. Select Edit
  3. Update the Vendor field with the correct name
  4. Select Save

The system learns from this correction for future uploads.

Changing expense category
  1. Select the expense
  2. Select Edit
  3. Select a different category from the dropdown
  4. Select Save

This updates both the expense and its accounting categorisation.

Adding notes to an expense
  1. Select the expense
  2. Select Edit
  3. Enter notes in the Description or Notes field
  4. Select Save

Use notes to add context such as meeting purpose, project code, or approval status.

Tips for Efficient Management​

Review regularly:

  • Check processed expenses daily or weekly
  • Verify accuracy while your memory is fresh
  • Correct errors immediately

Use categories consistently:

  • Maintain consistent category usage
  • Create subcategories for detailed tracking
  • Review category suggestions and adjust as needed

Add context:

  • Include notes for unusual expenses
  • Reference related invoices or projects
  • Document business purpose for tax records

Keep documents organised:

  • Original images are preserved automatically
  • Download important receipts for backup
  • Use consistent vendor names for easier searching

What Happens Next​

After reviewing and managing your AI Expenses:

  • Corrected data improves future AI extractions
  • Expenses remain in Accounts Payable until reconciled
  • The system continues monitoring for matching bank transactions
  • Reconciliation happens automatically when matches appear