Recording Expenses with AI
Share photos, an invoice or a supplier statement and ask the AI to record them. It records spend. It never approves it.
Before you start
- An AI assistant connected. See AI Connections Overview.
- The Expense Import permission ticked on the approval screen. It is never granted automatically.
Steps
Set up categories and payment methods first
The AI matches each receipt to an expense category and payment method you already have. It never creates new ones. Add yours under Expenses → Categories.
Expense categories — screenshot coming soon
Share your receipts
Send photos, a PDF, a statement, or type the amounts, and ask it to record them.
Sharing receipts — screenshot coming soon
Check the preview
Read each amount and date against the receipts. The preview lists every expense with a total and expires after 30 minutes.
An expense preview — screenshot coming soon
Approve, then approve in the app
After you approve, every expense is created Pending. Open Expenses and work through the Pending list as usual.
Pending expenses — screenshot coming soon
What happens next
- Nothing is written until you approve the preview in the chat. The approval covers only that one preview.
Edge cases
- Always Pending. There is no setting that changes it. Someone still approves each expense.
- Fields. Amount (more than zero), date (the date on the receipt), description, category and payment method. Up to 100 expenses and 1 MB at a time.
- Errors block the import. A zero or negative amount, a missing date, or a category or payment kind the store does not have. A low-confidence reading is a warning. If an amount is unreadable, the AI asks you instead of guessing.
- It checks again when saving. If categories changed in the meantime, nothing is saved. An expired preview is refused, and running one twice does not save twice.
- You need a staff record. Expenses are recorded against a staff member. Organization admins reach a store through the organization and are not staff there, so ask the owner to add you as staff.
- Imported expenses carry no receipt files.
- Get a good result. Use sharp flat photos, check the dates, say which category when it is unclear, and work in batches.
- Everything is one all-or-nothing save. If any part fails, the whole import is rolled back.
- If the assistant says it cannot write, the import permission was not granted or your role does not cover it. Disconnect and reconnect, ticking it on the approval screen. On ChatGPT especially, leave it ticked.
Works with
| Add-on or plan | What changes on this page |
|---|---|
| AI Connections add-on | Required on the store. Paid, and free during the free trial and early release. The AI vendor may also need a paid plan, which is separate. |
| Expenses add-on | Required. |