Modules · 2 min read
Purchases
Upload an expense document, review the recognized details and track what you owe the supplier.
Last updated: 21 September 2026
Pro and aboveUpload a document
Open Purchases and upload a PDF or image of the expense document. Wait for recognition to finish. The original stays linked to the expense so you can compare the extracted details against it.
Use a readable copy of the complete document. A cropped total or missing page can produce an incomplete result.
Review and confirm
- Open the document for review.
- Check the supplier and their registration details.
- Compare the number, date, period, currency and due date with the original.
- Check the tax base, VAT, total and category.
- Correct any differences and confirm the expense.
Review the details before confirming, even when the total looks correct. A wrong supplier, date or VAT amount affects later reports.
Enter an expense manually
If you do not have a suitable file, create the expense manually. Enter the supplier, document details, dates, amounts and category. Avoid creating a second expense when the uploaded document is already waiting for review.
Supplier documents belong here. Import your own previously issued invoices through Sales.
Payments and due dates
Use period, supplier and status filters to find pending documents and outstanding amounts. A confirmed expense is not automatically paid.
Record the actual payment using the available action, or match it to a statement transaction through Bank if your plan includes that module. Check the remaining balance to avoid recording a payment twice.
Troubleshooting
- Recognition failed: check the file's quality and format, or enter the details manually.
- Storage is full: originals use the organization's file storage. Check usage in subscription settings.
- An expense is missing from a report: check its status, the selected period and filters.
- Editing is unavailable: check your role and whether the document or period allows changes.