If the feature is enabled for your company, you can create the expenses of an Expense report by uploading a receipt directly — both from web and from the mobile app. The AI reads the file, recognises the reason and pre-fills the main fields for you, cutting down on manual work.

How file recognition works

For each file, a single expense is created in Draft status, assigned to the employee of the parent expense report:

• If the receipt is readable, the AI pre-fills the recognised data (see What data is recognised)
• Before the expense is created, you are always prompted to choose the Reason: if the AI recognised it, you find it already selected and just confirm; otherwise pick it from the list of available reasons
• If the file is unreadable or is not a receipt, the expense is still created in draft with the file attached and no pre-fills — you'll have to complete it manually

Supported formats: PDF, JPEG, PNG, BMP, TIFF (on mobile: JPEG, PNG, PDF, TIFF). You can upload one file at a time.

Expenses created this way can be edited from their detail page like any other expense, where you can also fill in the fields that were not recognised (Project, Customer, etc.) before submission.

What data is recognised

When the receipt is readable, the AI automatically fills in the following expense fields, which remain editable as long as the expense is in draft:

• Date and Total spent
• Currency
• Merchant name — the shop or supplier, now in a dedicated field (no longer in the expense notes)
• VAT number of the merchant — in a dedicated field
• Payment type (e.g. cash or electronic payment)
• Reason, if recognised

Values not coded in your company

Currency and Payment type are filled in only if the value read from the receipt matches a value already coded in your company. If the receipt shows, for example, a currency your company doesn't manage, the field is left empty: the AI does not automatically create new values. In these cases set the correct value yourself before submitting the expense.

From web — Add from file (AI)

The entry is available from an Expense report detail page (Expense reports → Expense reports → open a report):

1. Click the New button
2. Select the last item in the dropdown, Add from file (AI)

A dialog opens where you can upload one file at a time:

1. Drag the file into the drop area, or click Browse to pick it from your computer
2. Click Upload to submit it
3. On the reason selection screen, confirm the one already selected by the AI; if it was not detected, pick it from the list and click Submit

Uploading another receipt

Once the expense is created, the dialog returns you to the parent expense report. Repeat the operation by clicking the New button again.

From the mobile app

On an Expense report detail screen in the app, three shortcut buttons appear above the expenses list:

• Add from scratch: opens the classic flow — pick a reason and fill the form manually (unchanged behaviour)
• Pick an existing file: lets you choose files from your phone's gallery or documents
• Take a picture: opens the camera to photograph a receipt

Uploading another receipt

Unlike on web, the app asks you directly whether to upload another receipt by showing the three quick-option buttons again. To go back to the parent expense report, click the Back to expense report button.

Receipt and Proof of purchase

An expense form has two separate file fields:

• Receipt: the main file of the expense (receipt, invoice) — this is the file uploaded through the AI flow
• Proof of purchase: an additional field, separate from the receipt, used when the company requires extra documentation (e.g. a payment confirmation or a delivery note)

Which expense reasons require the Proof of purchase is a setup-level decision: when mandatory, the expense cannot be submitted without the file.

Required permissions

To use the AI upload, your user account must have:

• New permission on the Expense object — to create the expenses generated from the uploaded files
• Write permission on the Expense object — to update the reason and the other data after creation

In addition, the feature must be enabled for your company by your administrator. When it is disabled:

• On web the Add from file (AI) entry is not shown in the New dropdown
• On mobile the three shortcut buttons are not shown and only the classic add-expense flow remains