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Managing Expenses

Once BillKit has processed your invoices using AI or you've manually created expenses, you'll need to be able to view, search, edit, and organise them. This guide covers everything you need to know about managing your expense records effectively.

Viewing Your Expenses

Expenses are split into two groups:

  • Completed Expenses: Expenses that do not require review. Shown in the sidebar underneath businesses (Organisation section)
  • Pending Review: Expenses that are waiting to be reviewed. Available from the sidebar via "Pending Review" (Process files section)

Both sidebar menu items are only available when a single business is selected (set as active)

Completed expenses

To view completed expenses

  1. Ensure a business is selected (check business name in sidebar)
  2. Click "Expenses" in the sidebar (under Organisation section)
  3. A table displays showing expenses for this business based on the set filters

Table columns

  • Invoice # - Invoice number (if provided)
  • Vendor - Vendor name with default indicator (teal circle = default vendor)
  • Category - Category name with default indicator (teal circle = default category)
  • Total - Expense total amount in original currency
  • Currency - ISO currency code (GBP, USD, EUR, etc.)
  • Invoice Date - Date on the invoice
  • Due Date - Payment due date (if provided)
  • Review - Flag indicator (shows if needs manual review)
  • Created - When the expense record was created
  • Updated - When the expense was last modified

Sorting

Click any column header to sort by that column. Click again to reverse the sort order. The table remembers your sort preference.

Pagination

The table shows 100 expenses at a time. At the bottom, you'll see:

  • Current page number and total pages
  • Count of shown expenses vs total expenses
  • "Load More" button if more expenses exist
  • "Currency totals" on the left showing sums grouped by currency

Pending Review Screen

Expenses flagged for manual review appear here. The the information shown on this page is the same as the completed expenses view and works exactly the same way.

To view pending review expenses:

  1. Click "Pending Review" in the sidebar (under Process files section)
  2. A table displays showing only flagged expenses
  3. A badge count next to "Pending Review" shows how many need attention

Clearing the review queue

Once you review and save changes to an expense, it is automatically removed from Pending Review and moved to Completed Expenses.

Searching for Expenses

  1. Click the search icon (magnifying glass) in the toolbar at the top right
  2. A search field appears
  3. Type in your search string
  4. The table filters to show matching expenses only (with any additional filters taken into account)

Search behaviour:

  • Searches by invoice number, po number or reference number only.
  • Case-insensitive (finds "inv-123" when searching for "INV-123")
  • Partial matches supported (searching "INV" finds "INV-001", "INV-002", etc.)
  • Search results update as you type.

Clearing search:
Click the "X" button in the search field or press Escape.

Filtering Expenses

The filter panel provides powerful options for narrowing down expenses by various criteria.

To open the filter panel:

  1. Click the "filter icon" (funnel with three lines) in the toolbar at the top right
  2. A panel slides in from the right overlaying the content

Available filters

Category Filter

  • Dropdown showing all categories for this business
  • Select a category to show only expenses in that category
  • Shows "(No filter)" when nothing selected

Vendor Filter

  • Dropdown showing all vendors for this business
  • Select a vendor to show only expenses from that vendor
  • Shows "(No filter)" when nothing selected

Currency Filter

  • Dropdown showing all currencies used in this business's expenses
  • Select a currency to show only expenses in that currency (e.g. only GBP expenses)
  • Shows "(No filter)" when nothing selected

Date Range Filter

  • Date Field dropdown - Choose which date to filter by:
    • Invoice Date - Date on the invoice itself
    • Due Date - Payment due date
    • Created Date - When expense record was created in BillKit
    • Updated Date - When expense was last modified
  • Start Date picker - Select earliest date to include
  • End Date picker - Select latest date to include

Clearing filters:
Click the "Clear Filters" button at the bottom of the filter panel. All filters reset to defaults.

Dismissing the panel:
Click outside the panel, press Escape, or click the "X" button.

Remembering filters:
BillKit saves your filter settings when you leave the All Expenses screen. When you return, filters are restored exactly as you left them.

Creating Manual Expenses

You can create expenses manually without uploading an invoice file. This is useful for:

  • Expenses without invoices (petty cash, informal purchases)
  • Testing expense creation before processing invoices
  • Entering historical expenses from paper records

To create a manual expense

  1. Click "Expenses" in the sidebar
  2. Click the "+" button in the toolbar at the top right
  3. An expense form sheet slides down
  4. You'll see tabs at the top: Info, Financials, Vendor, Category, File
  5. Fill in the required fields across tabs (see sections below)
  6. Click "Add Expense" at the bottom

The expense is created and appears in the Expenses list immediately.

Subscription check

If you've reached your subscription limit (Basic tier: 25 expenses per month), clicking the "+" button shows an upgrade dialog instead. You cannot create more expenses without upgrading to Pro.

Expense Form: Info Tab

The Info tab contains invoice identification and descriptive fields.

Invoice Number (optional)

  • Reference number from the invoice (e.g. "INV-2025-001", "PO-12345")
  • Text field, up to 100 characters
  • Used for searching

Invoice Date (optional)

  • Date shown on the invoice
  • Date picker
  • Defaults to today if not set

Due Date (optional)

  • Payment due date
  • Date picker
  • Can be in the past (for overdue invoices)

Payment Method (optional)

  • How the invoice was/will be paid (e.g. "Credit Card", "Bank Transfer", "Cash")
  • Text field, up to 50 characters

Purchase Order Number (optional)

  • Your PO number if you issued one
  • Text field, up to 100 characters

Reference Number (optional)

  • Any other reference numbers (job number, project code, etc.)
  • Text field, up to 100 characters

Summary (optional)

  • Brief description of the expense (e.g. "Office supplies for Q4", "Website hosting renewal")
  • Multi-line text area, up to 500 characters
  • Useful for notes and context

All fields on this tab are optional - you can leave them blank if you don't have the information.

Expense Form: Financials Tab

The Financials tab contains monetary amounts and currency information. This tab has the most validation.

Currency (required)

  • ISO currency code (GBP, USD, EUR, etc.)
  • Dropdown showing all global supported currencies with search
  • Defaults to the active business's default currency
  • Once selected, all amounts must be in this currency

Subtotal (optional)

  • Amount before tax, shipping, and discounts
  • Text field - type amounts like "12.34" or "1234.56"
  • Automatically formatted to 2 decimal places (or 0/3 for special currencies)

Tax Amount (optional)

  • Tax/VAT amount in currency units
  • Text field - type amounts like "2.47"

Tax Rate (optional)

  • Tax percentage (e.g. "20" for 20% VAT, "5.5" for 5.5% GST)
  • Text field - numbers and decimal points only
  • Used for reporting and analytics

Shipping (optional)

  • Shipping, delivery, or postage fees
  • Text field

Discount (optional)

  • Discount amount applied to the invoice
  • Text field
  • Shown as positive number (e.g. "5.00" for £5 discount)

Total (required)

  • Final amount due on the invoice
  • Text field - must be a valid number
  • This is the only required financial field
  • All other amounts (subtotal, tax, shipping, discount) are optional

Validation:

  • Total must be a positive number (use negative for credit notes)
  • If you enter subtotal, tax, shipping, and discount, the system checks they add up to the total
  • Currency-specific decimal places enforced (e.g. JPY has 0 decimals, KWD has 3)

Expense Form: Vendor Tab

The Vendor tab lets you select which vendor this expense belongs to.

Vendor Selector (required)

  • Large dropdown showing all vendors for this business
  • Searchable - type to filter vendor names
  • Shows vendor name in the list
  • Pre-selected to business's default vendor when creating new expense

Quick Add Vendor

If the vendor doesn't exist yet, you can create one without leaving the expense form:

  1. The form is displayed with fields: Name (required), Email, Phone, Address, Tax ID, Website
  2. All fields are optional except "Vendor Name" which must be unique to the active business.
  3. Click "Add Vendor"
  4. The new vendor is created and automatically selected in the dropdown
  5. The add vendor form is cleared.

This saves time when processing invoices from new suppliers.

Expense Form: Category Tab

The Category tab lets you categorise the expense.

Category Selector (required)

  • Large dropdown showing all categories for this business
  • Searchable - type to filter category names
  • Shows category name in the list
  • Pre-selected to business's default category when creating new expense

Quick Add Category

If the category doesn't exist yet, you can create one without leaving the expense form:

  1. The add category form has one field: Category Name (required)
  2. Type the category name
  3. Click "Add Category"
  4. The new category is created and automatically selected in the dropdown
  5. The add category form is cleared.

This saves time when adding new expense types on the fly.

Expense Form: File Tab

The File tab (only visible when creating new expenses) lets you attach an invoice file to the expense record.

Upload Invoice File (optional)

  • Drag and drop an invoice file onto the drop zone
  • Or click "Choose File" to browse
  • Supported formats: PDF, PNG, JPEG, HEIC
  • Maximum 32 MB, 100 pages for PDFs

When a file is attached:

  • File name displays below the drop zone
  • File size and type shown
  • A "Remove File" button appears to detach it

File handling

  • If you attach a file when creating an expense, BillKit:
    • Validates the file (size, format, pages)
    • Copies it to the business's invoice storage folder
    • Links the Media record to the Expense record
  • The file can be downloaded later from the expense details view

When to attach files

  • Creating manual expenses for paper invoices (scan or photo)
  • Adding file proof to expenses created without AI processing
  • Archiving invoice PDFs alongside expense records

Note: Files attached during manual expense creation are NOT processed by AI. They're simply stored as attachments. If you want AI to extract data from a file, use the Upload Files → Processing Queue workflow instead.

Viewing Expense Details

You can view full expense information in a read-only detail view.

To view expense details:

  1. Click "Expenses" or "Pending Review" in the sidebar
  2. Right-click any expense in the table
  3. Choose "View Details" from the context menu
  4. A detail sheet opens showing all expense information

What's displayed

  • All fields from Info, Financials, Vendor, and Category tabs
  • Invoice file preview (if attached) with zoom controls
  • Download button for invoice file
  • Confidence score (if processed by AI)
  • Created and updated timestamps

Dismissing the detail view:
Click the "X" button or press Escape.

Editing Expenses

You can edit any expense at any time to correct mistakes or update information.

To edit an expense

  1. Click "Expenses" or "Pending Review" in the sidebar
  2. Right-click the expense you want to edit
  3. Choose "Edit Expense" from the context menu
  4. The expense form opens pre-filled with current data
  5. Make your changes across any tabs
  6. Click "Save Changes" at the bottom

The expense is updated and changes are saved immediately.

What can't be edited

  • The attached invoice file (if one exists) - you cannot replace or remove it after creation
  • The confidence score (calculated by AI during processing)

What updates automatically

  • The "Updated" timestamp changes to now
  • Changes are logged in Audit Logs with before/after values

Validation:
The same validation rules apply as when creating - you must have a valid total, selected vendor, and selected category.

Reviewing Expenses

Reviewing an expense works the same way as editing an expense with some minor differences in additional information displayed and actions available:

  • The confidence score is displayed along with the reason why the expense is pending review
  • If the vendor could not be determined, an additional button allowing you to populate the "create new vendor" fields is shown. Clicking this will populate the fields with any extracted information the AI was able to find.
  • If the category could not be determined and AI was able to suggest one, a button is shown to populate the "create new category" form with the suggested category name.

Once an expense pending review has been updated successfully, the expense is no longer deemed as pending review and is then allocated to the completed expenses. You can still make further changes from the Expenses List view should you need to at a later date.

Deleting Expenses

You can delete expenses permanently if they were created by mistake or are no longer needed.

Delete a single expense

  1. Click "Expenses" or "Pending Review" in the sidebar
  2. Right-click the expense you want to delete
  3. Choose "Delete Expense" from the context menu
  4. Confirm the deletion.
  5. The expense is deleted and the table view is refreshed.

What gets deleted

  • The expense record itself
  • The physical invoice file related to the expense

What doesn't get deleted

  • The vendor (still exists for other expenses)
  • The category (still exists for other expenses)
  • Audit log entries remain for record-keeping

Warning: Deletion is permanent and cannot be undone. Make sure you're deleting the right expense.

Bulk Delete multiple expenses

You can delete multiple expenses at once for efficiency.

  1. Click "Expenses" or "Pending Review" in the sidebar
  2. Highlight rows by click dragging over rows or shift clicking each row.
  3. A bulk action toolbar appears at the top right showing available options
  4. Click the "Delete selected" option.
  5. A confirmation dialog appears showing:
    • Count of expenses to delete
    • Warning that this cannot be undone
  6. Click "Delete"
  7. All selected expenses are deleted permanently.

Exporting Expenses

You can export selected expenses to CSV format for use in spreadsheets or accounting software.

To export expenses

  1. Click "Expenses" or "Pending Review" in the sidebar
  2. Highlight rows by click dragging over rows or shift clicking each row.
  3. A bulk action toolbar appears at the top right showing available options
  4. Click the "Export selected" option.
  5. A save dialog opens
  6. Choose a location and file name
  7. Click Save

The CSV file is created with one row per expense.

What's exported

  • Invoice number
  • Vendor name
  • Category name
  • Currency
  • Subtotal, Tax Amount, Tax Rate, Shipping, Discount, Total (all in cents)
  • Invoice date, Due date
  • Payment method, PO number, Reference number
  • Summary
  • Confidence score (if AI-processed)
  • Created date, Updated date

CSV format

  • Header row with column names
  • One expense per row
  • Amounts shown in smallest currency unit (pence, cents, etc.)
  • Dates in ISO 8601 format (YYYY-MM-DD)
  • Text fields quoted if they contain commas

You can also export all expenses for a business from the Export Data screen.

Downloading Files

If an expense has an attached invoice file, you can download it.

To download an invoice file

  1. Click "Expenses" or "Pending Review" in the sidebar
  2. Locate the expense you want to download the file for.
  3. Right click the row and click the "Download File" button
  4. A save dialog opens
  5. Choose a location and file name (shows the files original file name when it was uploaded)
  6. Click the "Save" button

The file is copied to your chosen location with its original format (PDF, PNG, JPEG).

When files aren't available

  • Manual expenses created without file attachments have no file to download
  • If the file was deleted from disk (e.g. manual cleanup), the download will fail
  • AI-processed expenses always have files attached

Confidence Scores

Expenses created by AI processing include a confidence score visible in the detail view and review interface.

Score ranges

  • 90-100: Excellent - AI is very confident about all extracted fields
  • 70-89: Good - AI is confident but has minor uncertainties
  • 60-69: Moderate - AI is somewhat confident, worth double-checking
  • 0-59: Low - AI struggled with extraction, manual review required

What affects confidence

  • Invoice clarity - Blurry scans or photos reduce confidence
  • Invoice format - Standard invoice layouts score higher than unusual formats
  • Field consistency - When subtotal + tax = total, confidence increases
  • Vendor matching - Exact matches score higher than fuzzy matches or new vendors
  • Category matching - Clear line items that match categories score higher

Improving confidence over time

  • Process invoices from the same vendors repeatedly (AI learns patterns)
  • Use high-quality scans or PDFs instead of photos
  • Ensure invoices have clear totals and structured layouts
  • Maintain consistent vendor names in your database

Currency Handling

BillKit stores each expense in its original currency and displays currency totals automatically.

Multi-currency display:

At the bottom of the expense table, you'll see currency totals grouped by currency code:

  • GBP: £1,234.56 (sum of all GBP expenses)
  • USD: $987.65 (sum of all USD expenses)
  • EUR: €543.21 (sum of all EUR expenses)

These totals update automatically as you filter, search, or load more expenses.

How it works

  • Each expense stores its currency code (e.g. "GBP", "USD")
  • Amounts are stored in cents/pence internally (integer values)
  • BillKit groups expenses by currency and sums them
  • No automatic conversion - amounts stay in original currencies
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