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Managing AI Expenses

This guide covers how to review, edit, filter, and delete expenses after AI processing. Use it to verify extracted data, bill expenses to clients, and correct any inaccuracies before reconciliation.

How AI Expenses Work as Accounting Records​

AI expenses are full accounting expenses, not standalone records. When you scan a receipt or invoice, Fiskl extracts the details, stores the record in AI Expenses, and links it to an accounts payable (AP) transaction.

Once the record reaches accounts payable, Fiskl treats it like an accounting journal entry. The expense posts to your ledger, appears in your financial reports, and reconciles against your bank transactions. You do not maintain a separate, disconnected expense record.

If the AI cannot extract the details from a document, you can create the expense manually instead. Fiskl attaches the file you uploaded to the new record automatically, so the original receipt or invoice stays with the expense. See Uploading Expenses to AI Expenses for the manual creation steps.

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Older expenses created in the legacy system are standalone records that are not linked to accounts payable. A migration tool to convert them into fully integrated AP expenses is coming soon. See Migrating Legacy Expenses below.

Viewing AI Expenses​

To view your processed expenses:

  1. Select Purchasing in the left sidebar.
  2. Select AI Expenses.
  3. Select any expense to open the full details view.

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

Understanding Expense Details​

Each AI expense includes extracted information from the original document.

Extracted information:

  • Vendor — Business that issued the receipt or invoice
  • Date — Transaction date from the document
  • Amount — Total expense amount
  • Tax — Tax amount, if shown on the document
  • Category — Suggested expense category

Document storage:

  • Original file — The uploaded receipt or invoice
  • Upload date — When the document was uploaded

Reviewing Extracted Data​

After processing completes, open the AI expense to verify the extracted information:

  1. Check the vendor name — Confirm the business name is correct and properly spelled.
  2. Verify the amount — Confirm the total matches the receipt. This is the most important field.
  3. Validate the date — Ensure the transaction date is accurate.
  4. Review the category — Check whether the suggested category is appropriate.

Editing AI Expenses​

To correct extracted data:

  1. Select Purchasing in the left sidebar, then select AI Expenses.
  2. Select the expense you want to edit to open it.
  3. Update any fields that need correction:
    • Name
    • Date or due date
    • Category
    • Tax
    • Vendor
    • Description
  4. Select Save.
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Review and correct expenses promptly while the original transaction is still fresh. Accurate vendor names and categories make filtering and reporting more reliable.

Viewing Attached Documents​

To view the original receipt or invoice:

  1. Select Purchasing in the left sidebar, then select AI Expenses.
  2. Select the expense to open its details.
  3. Select the attachment to open the full-size view.
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You can also download the original document directly from the AI Expenses list without opening the expense. Select the ... menu in the Actions column and select Download.

Billing Expenses to a Client​

Because AI expenses are accounts payable transactions, you can bill them to a client and add them to an invoice. This replaces the billable expense workflow from the legacy expense system.

To mark an AP transaction as billable:

  1. Select Purchasing in the left sidebar, then select AI Expenses.
  2. Select the expense to open it.
  3. Assign the Client you want to bill.
  4. Mark the transaction as Billable.
  5. Select Save.

Assigning a client and marking an expense billable are separate actions. You can assign a client to an AP transaction without billing it — useful when you need the expense linked to a client for reporting but do not intend to invoice it.

To add billable expenses to an invoice:

  1. Open or create the invoice for that client.
  2. Add the billable AP transactions you marked for the client as line items.
  3. Select Save.

Once an AP transaction is added to an invoice, it is marked as billed and cannot be added to another invoice. For the full invoice workflow, see Invoicing Overview.

Migrating Legacy Expenses​

Expenses created in the legacy system are standalone records that are not linked to accounts payable. They cannot be billed to invoices in the same way as AI expenses.

A migration tool is coming soon. It will convert your legacy expenses into fully integrated AP expenses, moving them from standalone records into the accounting workflow used by AI Expenses. Using the tool will be optional.

Until the tool is available, manage legacy records in Traditional Expenses.

Filtering and Sorting​

Use the filter and sort controls above the expense list to find specific expenses.

By date range:

  1. Select the date filter at the top of the list.
  2. Select your start and end dates.

Sort the list:

Select any column header — Upload Date, File, or Status — to sort by that column. Select again to reverse the sort order.

Understanding Expense Status​

Each expense displays its current processing status in the Status column.

StatusMeaning
ProcessedAI extraction completed and an accounts payable transaction has been created
FailedProcessing was unsuccessful and no transaction was created

Processed expenses also display an accuracy percentage on the transaction. A Linked label on a transaction indicates it has been matched to a bank transaction.

For guidance on the reconciliation process, see AI Expense Reconciliation.

Deleting AI Expenses​

To delete an expense, select the ... menu in the Actions column and select Delete.

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You cannot delete an AI expense that has already been matched to a bank transaction. To delete it, first go to the linked bank transaction and either delete the transaction or remove the match. Then return to AI Expenses to delete the expense.

Common Issues​

Vendor name was extracted incorrectly

The AI extraction may misread handwritten or low-contrast text on receipts.

To correct this:

  1. Select the expense to open it.
  2. Update the Name field with the correct vendor name.
  3. Select Save.

Using consistent vendor names across expenses makes filtering and reporting more accurate.

Expense has not been assigned a category

If the AI could not determine an appropriate category, the expense is marked as Uncategorised Expenses.

To assign a category:

  1. Select the expense to open it.
  2. Select the correct category from the Category dropdown.
  3. Select Save.
Poor image quality caused extraction errors

Low resolution or poorly lit images can cause extraction errors on amounts, dates, or vendor names.

To correct the extracted data:

  1. Select the expense to open it.
  2. Update the incorrect fields manually.
  3. Select Save.

If the same receipt consistently extracts incorrectly, try re-uploading a clearer image.

Expense shows a Failed status

A Failed status means the AI could not process the document and no transaction was created.

To resolve this:

  1. Select the ... menu on the failed expense.
  2. Select Delete to remove it.
  3. Re-upload a clearer or correctly formatted version of the document.

See Uploading Expenses to AI Expenses for supported file formats and image guidance.

Reconciliation status not updating

Matching requires a connected bank account with imported transactions. If an expense remains unlinked:

  1. Confirm your bank account is connected and transactions are importing.
  2. Check that the transaction date and amount in your bank data match the expense.
  3. Use manual linking if an automatic match is not identified.

See AI Expense Reconciliation for full guidance.