Merge Multiple Files into a Single Expense Using AI

This feature allows you to upload several expense documents at once from the Quick Expense Scanner Mobile App and merge them together, so they’re processed and created as a single expense, instead of creating a separate expense for each file, suiting cases where a single invoice spans multiple pages or related documents.

Before You Begin

• You must have the “Add Expense” permission.
• You must be on the “Upload Receipts” screen using AI.

Steps to Upload and Merge Multiple Files into a Single Expense

First: Uploading the Files

1. From the “Upload Receipts” screen using AI, choose one of the available upload methods:
   • Capture a photo (via camera).
   • Select from gallery.
   • Attach a PDF / Excel file.
2. Select one or more files.
3. The system automatically validates the selected files.
4. Valid files are added to the upload list, and their details appear (file name, size, and a thumbnail preview for images).

Second: Merging the Files into a Single Expense

1. From the uploaded files list, enable “Bulk Actions.”
2. Select the files you want to merge together into a single expense, or tap “Select All,” then tap “Merge Invoices.”
3. the “Merge [number of invoices] Invoices Into” screen, enter the Group Name name, then tap “Save.”
4. The app groups these files together under the group name, where a delete icon and a hide/show icon appear next to the group name.
5. Once AI processing starts, all selected files are merged into a single processing unit, and appear in the processing list under a unified name.

How the System Works

• The first file selected within the merge group is used as the main reference file for extracting the expense data via AI.
• The remaining selected files are included in the processing operation, and are all attached to the resulting expense as additional attachments.
• Only one expense is created from the fully merged group of files, and all files appear as a single item within the processing and results lists.

Validation Rules

• The account must have a sufficient balance of AI Coins (AIC) to complete the processing operation.
• File type: only JPG, PNG, PDF, or XLSX are accepted; any other type is automatically rejected with a clear error message.
• File size: must not exceed 10MB per file; larger files are rejected.
• Number of files: maximum of 100 files per batch.
• Corrupted or invalid files: automatically rejected from processing with a clear error message explaining the reason for rejection.