{"id":143750,"date":"2026-08-25T13:25:34","date_gmt":"2026-08-25T13:25:34","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=user_manual&#038;p=143750"},"modified":"2026-08-25T13:53:30","modified_gmt":"2026-08-25T13:53:30","slug":"guide-to-adding-an-expense-with-ai-in-the-quick-expenses-scanner-app","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/guide-to-adding-an-expense-with-ai-in-the-quick-expenses-scanner-app\/","title":{"rendered":"Guide to Adding an Expense with AI in the Quick Expenses Scanner App"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\">The Quick Expense Scanner Mobile App allows you to add a new expense by uploading a photo or file of the invoice, so that AI automatically extracts the expense data, leaving you only to review and confirm it before saving. In this article, we explain the steps to upload the expense document, track its processing, review its extracted data, and then save the expense.<\/p>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Steps to Adding an Expense with AI in the App&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1787664807134{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_custom_heading text=&#8221;First: Uploading the Expense Document&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 1: Choose the Upload Method<\/strong><\/p>\n<p style=\"text-align: left;\">From the &#8220;Upload Receipt&#8221; screen, choose one of the available methods:<\/p>\n<ul style=\"text-align: left;\">\n<li>Capture a photo (via camera).<\/li>\n<li>Select from gallery.<\/li>\n<li>Upload a PDF \/ Excel file.<\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_single_image image=&#8221;143753&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 2: Select the Files<\/strong><\/p>\n<p style=\"text-align: left;\">Select one or more files to upload. The system automatically validates the selected files, and valid files are added to the upload list, showing each file&#8217;s name, size, and a thumbnail preview.<\/p>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Second: Starting AI Processing and Tracking Status&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 3: Start Processing<\/strong><\/p>\n<p style=\"text-align: left;\">After uploading at least one valid file, the &#8220;Start Processing&#8221; button becomes enabled. Tap it to submit all valid files to the AI processing system, and you&#8217;ll be automatically navigated to the expense processing screen.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;143757&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 4: Track Each File&#8217;s Status<\/strong><\/p>\n<p style=\"text-align: left;\">All files initially appear with &#8220;Queued&#8221; status, and the status updates automatically as processing progresses, becoming one of the following:<\/p>\n<ul style=\"text-align: left;\">\n<li><strong>Ready for Review:<\/strong> awaiting your review and confirmation.<\/li>\n<li><strong>AI Processing:<\/strong> AI is currently extracting the data.<\/li>\n<li><strong>Queued:<\/strong> waiting for its turn in the processing queue.<\/li>\n<li><strong>Limit Reached:<\/strong> AI Coin balance depleted; requires a top-up.<\/li>\n<li><strong>Failed:<\/strong> the file couldn&#8217;t be read or processed; a retry option is available.<\/li>\n<\/ul>\n<p style=\"text-align: left;\">You can leave the screen and return to it later to check the updated statuses, without losing any processing progress.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;143761&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Third: Reviewing the Extracted Data&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 5: Open the Review Screen<\/strong><\/p>\n<p style=\"text-align: left;\">Tap any file with &#8220;Ready to Review&#8221; status to open the &#8220;Review Extracted Expense&#8221; screen, where the extracted data appears.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;143764&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 6: Review and Edit the Fields<\/strong><\/p>\n<p style=\"text-align: left;\">Review each section and edit any field if needed \u2014 including the Amount, Currency, Date, Supplier (with the option to add a new supplier), Category, Taxes, Treasury, Journal Account, and Description. You can also review the original uploaded document, and add or remove any attachments if you&#8217;d like, then tap &#8220;Save &amp; Continue.&#8221;<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;143768&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_custom_heading text=&#8221;Fourth: Completing the Session&#8221; font_container=&#8221;tag:h3|font_size:22|text_align:left|color:%2304306b|line_height:1.8&#8243; use_theme_fonts=&#8221;yes&#8221;][vc_column_text]<\/p>\n<p style=\"text-align: left;\"><strong>Step 7: Complete the Session<\/strong><\/p>\n<p style=\"text-align: left;\">Once all files have finished processing, tap the &#8220;Complete Session&#8221; button at the bottom of the screen to close the current processing session. You&#8217;ll be automatically redirected to the home screen, and the expenses will have already been added to the expenses list.<\/p>\n<p>[\/vc_column_text][vc_single_image image=&#8221;143834&#8243; img_size=&#8221;large&#8221; alignment=&#8221;center&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<p style=\"text-align: left;\"><strong>Important Notes<\/strong><\/p>\n<ul style=\"text-align: left;\">\n<li>Make sure you have the &#8220;Add Expense&#8221; permission.<\/li>\n<li>Supported file types are: JPG, PNG, PDF, XLSX, with a maximum of 10MB per file, and a maximum of 100 files per batch.<\/li>\n<li>Corrupted or unsupported files are automatically rejected with a clear error message, and duplicate files are automatically detected and excluded.<\/li>\n<li>Files rejected during validation do not consume any AI Coins (AIC).<\/li>\n<li>AI Coins are not consumed the moment files are submitted for processing; they are consumed during the actual processing of each file.<\/li>\n<li>If the AI Coin balance runs out while processing a batch of files, the file currently being processed completes, and the remaining files are temporarily paused with a top-up alert shown, without losing any data that has already been processed.<\/li>\n<li>No data is saved automatically during the review step; review and editing only take place on this screen.<\/li>\n<\/ul>\n<p>[\/vc_message][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":39,"template":"","categories":[5156,5202],"tags":[13568,13573,13571,13572,13488,13482,13570,13569],"class_list":["post-143750","user_manual","type-user_manual","status-publish","hentry","category-daftras-applications","category-fast-expense-recording","tag-add-an-expense-using-ai","tag-ai-coins-aic-running-out","tag-end-the-expense-processing-session","tag-how-do-i-add-an-expense-using-ai","tag-ready-for-review-status","tag-review-ai-extracted-expense-data","tag-track-expense-processing-status","tag-upload-an-expense-document-via-camera-or-gallery"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - 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