# Expense Receipts

The Receipts module helps you track business expenses by uploading receipts and reconciling them with bank transactions.

# Overview

The expense tracking system:

• Uploads and extracts receipt data automatically
• Matches receipts to bank transactions
• Tracks cash payments that don't appear in statements
• Reconciles expenses for accurate bookkeeping

# Getting Started

# Upload Receipts

1. Navigate to Expenses > Receipts
2. Click Upload
3. Drag and drop receipt images or PDFs
4. Wait for automatic extraction

Supported formats:

• Images: PNG, JPG, JPEG, HEIC
• Documents: PDF
• Maximum file size: 10MB per file

# Automatic Extraction

When you upload a receipt, AI extracts:

Field	Description
Vendor	Merchant or business name
Date	Transaction date
Amount	Total amount paid
Currency	Payment currency
Category	Expense category
Payment Method	Bank, card, cash, or e-wallet

Extraction confidence is shown for each field.

# Duplicate Detection

When uploading receipts, the system automatically checks for potential duplicates to prevent double-entry.

# How It Works

Before saving a receipt, the system checks:

1. Exact Match — Same file content hash (100% confidence)
2. Fuzzy Match — Similar vendor, amount, and date

# Fuzzy Matching Criteria

Field	Tolerance
Amount	Within 0.5% or 1 unit
Vendor	Name similarity (case-insensitive)
Date	Within 3 days

# Confidence Levels

Level	Criteria
Exact (95-100%)	All three fields match closely
High (75%)	Vendor + amount match
Medium (50%)	Vendor + date match

# Handling Duplicates

When a potential duplicate is detected:

1. A warning appears before saving
2. Review the existing receipt link
3. Choose to save anyway or cancel
4. Duplicates are flagged but not blocked

# Reconciliation

Reconciliation links receipts to bank transactions for accurate expense tracking.

# Reconciliation Status

Status	Meaning
Unreconciled	Receipt not matched to any transaction
Partial	Partially matched (amount differs)
Reconciled	Fully matched to a transaction
No Match	No matching transaction found (likely cash)

# Matching Receipts

1. Open an unreconciled receipt
2. Review suggested matches from your transactions
3. Select the matching transaction or mark as cash
4. Confirm the reconciliation

# Cash Expenses

For receipts paid with cash (no bank transaction):

1. Mark the receipt as Cash Payment
2. The expense is recorded in your cash book
3. Cash expenses appear in expense reports

# Cash Book

The Cash Book module lets you track out-of-pocket and petty cash transactions separately from bank accounts.

# Accessing Cash Book

Navigate to Expenses > Cash Book to view and manage cash entries.

# Adding Cash Entries

1. Click New Entry
2. Select entry type: Expense or Income
3. Fill in:
   • Date — When the transaction occurred
   • Amount — Transaction amount
   • Description — What the entry is for
   • Vendor (optional) — Where you paid
   • Category — Food & Dining, Transportation, etc.
4. For expenses, set Reimbursement status:
   • Claimable — Can be claimed for reimbursement
   • Not claimable — Personal expense, not reimbursable
5. Click Create Entry

# Cash Book Statistics

The Cash Book page shows:

Stat	Description
Total Expenses	Sum of all expense entries
Total Income	Sum of all income entries
Net Balance	Income minus expenses (surplus or deficit)
Claimable	Amount pending reimbursement

# Filtering Cash Entries

Use filters to find specific entries:

• Type — All, Expenses, or Income
• Claim Status — Claimable, Claimed, Not claimable
• Search — By description or vendor name

# Linking to Receipts

When you upload a receipt marked as cash payment, it automatically creates a cash book entry. The entry shows a receipt icon indicating it has an attached receipt.

# Reconciliation Sessions

For bulk reconciliation, use the dedicated Reconciliation module to match multiple receipts against transactions.

# Starting a Reconciliation Session

1. Navigate to Expenses > Reconciliation
2. Click New Session
3. Choose what to match against:
   • Bank Transactions — Match receipts with imported bank statements
   • Cash Book — Match receipts with cash book entries
4. Select the date period (defaults to current month)
5. Optionally name the session (e.g., "January 2025 Expenses")
6. Click Start Reconciling

# Session Workflow

Once in a session, you'll see:

• All receipts from the selected period
• Suggested matches from transactions
• Progress bar showing reconciliation status

For each receipt:

1. Review suggested matches
2. Select the correct matching transaction
3. Or mark as unmatched if no transaction exists

# Session Status

Status	Meaning
In Progress	Session is active, receipts pending
Completed	All receipts have been matched or marked
Cancelled	Session was cancelled

# Session Statistics

Each session tracks:

• Total receipts in the period
• Number of receipts matched
• Total receipt amount
• Reconciled amount

# Filtering and Search

Find receipts quickly with:

• Search — By vendor name or filename
• Status Filter — Unreconciled, Partial, Reconciled, No Match
• Payment Method — Bank/Card, Cash, E-wallet
• Date Range — Filter by receipt date

# Statistics

The receipts page shows:

• Total receipts uploaded
• Reconciled vs pending count
• Total expense amount
• Breakdown by payment method

# Tips

# For Best Extraction

• Take clear photos in good lighting
• Ensure the entire receipt is visible
• Avoid crumpled or faded receipts
• Upload original PDFs when available

# For Reconciliation

• Upload receipts soon after purchase
• Use consistent vendor names
• Match amounts exactly when possible
• Mark truly cash expenses as "Cash Payment"

# Integration

Receipts integrate with other BasedInbox features:

• Transactions — Linked when reconciled
• Compiler — Expense data informs classification
• Reports — Included in expense reports
• Categories — Shared category system