Processing Uploaded Documents with AI and Tracking Their Status

After uploading expense files to the “Quick Expense Scanner” app, this screen allows you to start processing them with AI and track the status of each file until it is ready for review or requires an action from you.

Before You Start

• At least one valid file must be uploaded on the AI upload screen for the Start Processing button to become enabled.

Steps

• From the home screen, tap Scan Expenses with AI.
• Attach one or more valid expense files by tapping “Capture Receipt or Invoice”, or by tapping the Add Image icon, or the Add File icon.
• Once at least one valid file has been uploaded, the Start Processing button becomes enabled. Tap Start Processing.
• The system sends all valid files to the AI processing pipeline and navigates directly to the Processing Expenses screen, where each file initially appears with a Queued status. The status of each file updates automatically while the screen remains open. The possible statuses include:
  • Queued: The file is waiting to start processing.
  • Processing: AI is currently extracting data from the file.
  • Ready for Review: The extracted data is ready and awaiting your confirmation.
  • Limit Reached: The available AI Coins balance has been exceeded, and the balance must be topped up.
  • Failed: The system could not read or process the file using AI. A retry option is available.
• When any file reaches the Ready for Review status, tap Tap to Review to open the screen for reviewing its extracted data.
• After reviewing the data, tap Save and Continue to change its status to Completed, with a confirmation message displayed. The expense also appears in the Expenses List.

How the System Works

• If a file cannot be processed, its status is displayed as Failed, along with a short message explaining the reason. A Retry action is available.
• If AI Coins run out while processing a batch of files, only the file currently being processed is completed, while the remaining files are temporarily paused and display the Limit Reached status. A banner indicating that the AI Coins balance is low is displayed, along with a Buy AI Coins action.
• AI Coins are not consumed when the files are submitted for processing. They are consumed while each file is actually being processed.
• You can leave the Processing Expenses screen and return to it later. The file statuses continue to update, and the latest updated status is displayed when you return.

Validation Rules

• The Start Processing button is enabled only after at least one valid file has been uploaded.
• No data that has already been processed is lost if processing stops because the AI Coins balance runs out.