Expenses

Recording expenses

Supplier invoices stay out of your numbers until you approve them.

Screenshot: the upload page with the drop zone

Add an invoice

Open Add Expense (or Expenses → Invoices and upload). Drop a PDF or a photo. You can also forward mail to the personal intake address shown in settings, when email intake is turned on for your account.

The app reads vendor, date, amount, VAT, currency, and invoice number, and shows how sure it is about each field. A scanned page needs an AI key — the server's key, or your own key under Settings. A text PDF can still be read without one.

Pending

Nothing is booked by the upload itself. The invoice lands in Pending. Open it, correct any field, then approve or reject.

Only approved invoices count on the expense overview and in VAT estimates.

Screenshot: the pending queue with one invoice open

Duplicates

If a new file looks like an invoice already on file, it shows up under Duplicates instead of becoming a second expense. Resolve it there so you do not record the same bill twice.

Vendors

Each supplier becomes a vendor. Open Vendors to fix a name, a tax id, or the rules you keep for that supplier. Later uploads from the same supplier attach to that vendor.

The invoice itself

Invoices is the list of what you kept. Open a row for the file, the extracted fields, and the history of what changed. Deleting an expense is allowed while it is still your working record. Issued sales documents are different: those cannot be deleted, only credited. See Issuing documents.