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 cannot be processed — for example an unsupported format or an unreadable image — an error message is shown and the expense is not created: try again with a different file

Supported formats: PDF, JPEG, PNG, BMP, 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 Please select the expense type screen, confirm the reason already selected by the AI; if it was not detected, the message Type not detected automatically is shown and you pick the reason from the list, using the search box at the top
4. Click Save. The button stays disabled until a reason is selected

Uploading another receipt

Once the expense is created you are taken to the detail page of the new expense, where you complete the missing fields before submission. To upload another receipt, go back to the expense report and repeat the operation from the New button.

From the mobile app

On an Expense report detail screen in the app, tap the + button. A list of options opens:

• Choose File from Device: pick a file from your phone's gallery or documents
• Take photo: opens the camera to photograph a receipt
• Add manually: opens the classic flow — pick a reason and fill the form manually (unchanged behaviour)
• Back to expense report: closes the list without doing anything

After the upload, the app shows the list of reasons with the one suggested by the AI highlighted and in bold, already scrolled into view: tap it to confirm, or choose a different one. The detail page of the new expense then opens.

Uploading another receipt

Unlike on web, when you submit the expense the app reopens the list of options by itself: you can upload the next receipt straight away, without navigating back manually.

Changing the reason of an expense

As long as the expense is in draft, you can change its reason without uploading the receipt again:

• On web: on the expense detail page, next to the reason field, click the Change link. The list of reasons opens with the current one already selected: pick the correct one and click Save
• On the mobile app: on the expense detail screen, tap the reason field and pick the new reason from the list

In both cases you need permission to change the reason. Once the expense has been submitted, the change is no longer available.

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 Expense Management product must be active and 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 + button goes straight to the reason selection, without the upload options list

Edit icon next to the reason

Web only: if your user account has Read permission on the Setup section, an edit icon also appears next to the reason field. It opens the expense reasons setup page in a new tab, positioned on the current reason. It is a shortcut for administrators and does not change the expense. This icon is not available in the mobile app.