Step 1: Import Expense Documents Using a ZIP File
Click Add Expenses.
Select the company you want to import expenses into.
Click Mass Data Import.
Choose the option “I have scans/images only.
Drag & drop your ZIP archive containing expense documents into the upload area.
Optional: Set Default Values
After the upload, you can define default values if applicable, such as:
Country of Refund
Expense Category (e.g., Accommodation)
These defaults will be applied to all imported documents.
Click Next to continue.
Step 2: Review Uploaded Documents
You will see a list of documents identified in your ZIP archive.
Mac users: You may notice additional files highlighted in red. These are macOS system files and can be safely ignored—they will be skipped automatically.
Click Start Import to begin processing.
Once the import is complete, click View Imported Expenses to open the Manage Expenses table.
At this stage, expenses may contain little or no data, depending on the defaults you selected earlier.
Step 3: Run OCR (Optical Character Recognition)
OCR is required before Smart AI can extract data.
OCR typically takes 1–2 seconds per expense.
You can monitor progress by filtering the OCR Status column in the Manage Expenses table.
Once OCR processing is complete, you can proceed with Smart AI.
Step 4: Enrich Data with Smart AI
Click the Smart AI button above the Manage Expenses table.
Select AI Data Enrichment.
Choose Smart AI Advanced for the best results.
Click Start.
Smart AI will extract:
Country
Date
Vendor information
Expense items and other relevant details.
Smart AI Processing Time
Depending on the number of expenses, this step may take a few minutes for few hundred expenses, to several hours for thousands of expenses.
You can track progress via:
Menu → Reports → Running Jobs Report
You’ll see statistics such as:
Documents waiting
Documents in progress
Processed (Green)
Failed (Red)
When all documents are marked green or red, proceed to the next step.
Step 5: Review Smart AI Results
Return to the Manage Expenses table.
Filter by the Import ID used earlier.
Click Smart AI again.
Select Show Previous Smart AI Results.
Click See Results.
Here, you can review the statistics and details of the data extracted by Smart AI.
If you did not define defaults earlier, you can proceed using Smart AI defaults.
If defaults or existing data exist, choose how Smart AI results should be applied.
(Refer to the dedicated Help Center article for detailed guidance.)
Click Next to preview the fields that will be applied.
Step 6: Apply AI Data
Review the field preview and click Next.
Optionally export current data
(Only relevant if defaults were imported earlier; otherwise, exported data will be empty.)Click Confirm and Proceed.
The window will close, and data will be applied in the background.
You can monitor progress in the Running Jobs Report.
Data is typically applied within a few minutes.
Step 7: Verify and Clean Data
Once AI data has been applied:
Click Start Processing above the Manage Expenses table.
Choose one of the following:
Create a task and assign verification to team members using the Tasks module
Click Open to verify data yourself
During Data Entry
All AI-retrieved data will already be filled in.
Review and correct the data as needed.
Click Save and Next to move to the next expense.
The batch indicator (m/n) shows your progress through the verification process.
Expenses confirmed by clicking Save and Next are marked as:
“Verified by human” in the Audit Status column of the Manage Expenses table, giving you full visibility and control over the process.