Expense Management

Record business expenses with receipts and AI support.

Overview

Expense management offers:

• Receipt Capture: Upload photos of receipts
• AI Text Recognition: Automatic data extraction
• Categorization: Organize expenses by category
• Multi-Currency: Expenses in different currencies
• Project Assignment: Assign expenses to projects
• Approval Workflow: Optional approval process

Permissions

Recording an Expense

Manually

1. Navigate to Expenses
2. Click on New Expense
3. Fill in:

4. Optional: Upload receipt
5. Click Save

With AI Receipt Capture

1. Click on Capture Receipt (📷)
2. Photograph the receipt or upload an image
3. The AI automatically extracts:
   • Amount and currency
   • Date
   • Vendor
   • VAT (if recognizable)
   • Booking suggestions (expense account, VAT code, payment account)
4. Review and correct the data
5. Save the expense

Note: AI features require the Standard or AI Pro plan.

Direct Booking

When capturing receipts, the Direct Booking option is enabled by default. The AI suggests based on the receipt:

• Expense Account: e.g., "Office Supplies", "Travel Expenses", "Entertainment"
• VAT Code: e.g., V77 (7.7%), V81 (8.1%) or no VAT
• Payment Account: If an IBAN is recognized, the matching bank account is suggested

You can accept the suggestions or adjust them manually.

Privacy: Sensitive data such as emails, phone numbers, IBANs, and social security numbers are automatically anonymized before AI analysis.

Expense Types

Material Expenses

For material expenses, you can additionally record:

• Quantity
• Unit price
• Unit (pcs, kg, m, etc.)

Expense Status

Approval Workflow

If enabled:

1. Employee submits expense (status: pending)
2. Accountant/Admin reviews and approves
3. Status changes to "approved"
4. After reimbursement: "reimbursed"

Categories

Default Categories

Default categories are created during setup:

• Office supplies
• Travel expenses
• Software & IT
• Marketing
• Entertainment
• Other

Custom Categories

As administrator:

1. Go to Settings > Categories (or on the expenses page)
2. Create new categories with:
   • Name
   • Icon
   • Color

Multi-Currency

Foreign Currencies

Expenses can be recorded in different currencies:

• CHF (Swiss Franc)
• EUR (Euro)
• USD (US Dollar)
• GBP (British Pound)

Conversion

For expenses in foreign currencies:

• The CHF equivalent is calculated
• The exchange rate is saved
• Reports aggregate everything in CHF

Receipts

Uploading

1. Open the expense
2. Click on Add Receipt
3. Choose a file or take a photo
4. Supported formats: JPG, PNG, PDF

Viewing

Receipts can be viewed and downloaded in the expense detail view.

OCR (Text Recognition)

AI text recognition (OCR):

• Extracts text from receipts
• Recognizes amounts and dates
• Suggests categories

Project Assignment

Assign expenses to projects:

1. Select a project when creating
2. The expense appears in the project overview
3. It can be considered when creating invoices

Related Features

• Accounting – Book expenses
• Projects – Project-related expenses
• Reports – Expense analytics

Frequently Asked Questions

How do I delete an expense?

Open the expense and click Delete. Already booked expenses should be reversed, not deleted.

Can I add receipts later?

Yes, open the expense and upload a receipt.

Why doesn't AI recognition work?

Check:

• Image quality (sharp, well-lit)
• Your subscription (AI features from Standard plan)
• Monthly AI quota

How do I export expenses?

Use the export function under Reports or Accounting > Export.