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Permissions","\u002Fsecurity\u002Froles-and-permissions","9.security\u002F6.roles-and-permissions","i-lucide-key-round",{"id":396,"title":229,"body":397,"description":1002,"extension":1003,"links":1004,"meta":1005,"navigation":1006,"path":230,"seo":1007,"stem":231,"__hash__":1008},"docs\u002F5.expenses\u002F6.receipt-scanning.md",{"type":398,"value":399,"toc":986},"minimark",[400,404,408,425,430,450,508,513,637,641,656,660,663,684,691,705,709,755,773,780,784,795,810,814,825,834,841,845,956,960],[401,402,229],"h1",{"id":403},"receipt-scanning",[405,406,407],"p",{},"Receipt scanning uses AI to read a photo or PDF of a receipt and fill in the expense details for you — vendor, date, amount, taxes, and more — so you don't have to type them in. It also handles bank statements for reconciling foreign-currency transactions.",[409,410,413],"callout",{"color":411,"icon":412},"blue","i-lucide-info",[405,414,415,419,420,424],{},[416,417,418],"strong",{},"Scanning is optional and gated."," It must be enabled in expense settings, requires an AI key to be configured, and counts against a monthly scan limit that depends on your ",[421,422,423],"a",{"href":30},"plan",".",[426,427,429],"h2",{"id":428},"how-a-scan-works","How a scan works",[431,432,433,440,447],"ol",{},[434,435,436,437,424],"li",{},"Upload a receipt image or PDF from the ",[421,438,439],{"href":209},"expense report",[434,441,442,443,446],{},"The AI reads the file and returns the extracted fields plus a ",[416,444,445],{},"confidence level"," (high \u002F medium \u002F low).",[434,448,449],{},"Review the extracted values, correct anything that's off, and save them onto a line item.",[451,452,453,466],"table",{},[454,455,456],"thead",{},[457,458,459,463],"tr",{},[460,461,462],"th",{},"Property",[460,464,465],{},"Value",[467,468,469,478,486,500],"tbody",{},[457,470,471,475],{},[472,473,474],"td",{},"Accepted formats",[472,476,477],{},"JPG, PNG, GIF, WebP, PDF",[457,479,480,483],{},[472,481,482],{},"Maximum file size",[472,484,485],{},"10 MB",[457,487,488,491],{},[472,489,490],{},"Modes",[472,492,493,496,497],{},[416,494,495],{},"Receipt"," (default) and ",[416,498,499],{},"Bank statement",[457,501,502,505],{},[472,503,504],{},"Confidence",[472,506,507],{},"high \u002F medium \u002F low (low-confidence scans are rejected)",[509,510,512],"h3",{"id":511},"what-receipt-mode-extracts","What \"receipt\" mode extracts",[451,514,515,525],{},[454,516,517],{},[457,518,519,522],{},[460,520,521],{},"Field",[460,523,524],{},"Notes",[467,526,527,535,546,554,562,570,578,589,597,605,613,621,629],{},[457,528,529,532],{},[472,530,531],{},"Vendor",[472,533,534],{},"Merchant name",[457,536,537,540],{},[472,538,539],{},"Date",[472,541,542],{},[543,544,545],"code",{},"YYYY-MM-DD",[457,547,548,551],{},[472,549,550],{},"Description",[472,552,553],{},"Short summary",[457,555,556,559],{},[472,557,558],{},"Expense type",[472,560,561],{},"One of the standard expense categories",[457,563,564,567],{},[472,565,566],{},"Currency",[472,568,569],{},"Detected currency",[457,571,572,575],{},[472,573,574],{},"Amount before tax",[472,576,577],{},"Pre-tax subtotal",[457,579,580,583],{},[472,581,582],{},"GST \u002F PST \u002F HST \u002F QST",[472,584,585,586],{},"Canadian taxes; US\u002Fforeign sales tax maps to ",[416,587,588],{},"PST",[457,590,591,594],{},[472,592,593],{},"Gratuity",[472,595,596],{},"Tip, if present",[457,598,599,602],{},[472,600,601],{},"Total",[472,603,604],{},"Grand total",[457,606,607,610],{},[472,608,609],{},"Line items",[472,611,612],{},"Individual purchases on the receipt",[457,614,615,618],{},[472,616,617],{},"Payment method",[472,619,620],{},"e.g. card, cash",[457,622,623,626],{},[472,624,625],{},"Card last four",[472,627,628],{},"If shown on the receipt",[457,630,631,634],{},[472,632,633],{},"Foreign amount + exchange rate",[472,635,636],{},"Optional, for foreign-currency receipts",[509,638,640],{"id":639},"what-bank-statement-mode-extracts","What \"bank statement\" mode extracts",[405,642,643,644,647,648,651,652,655],{},"Bank-statement mode is built for reconciliation: it pulls a ",[416,645,646],{},"foreign-currency transaction",", the ",[416,649,650],{},"CAD equivalent",", and the ",[416,653,654],{},"exchange rate"," so a foreign charge can be matched to its home-currency value.",[426,657,659],{"id":658},"saving-the-file-as-a-receipt","Saving the file as a receipt",[405,661,662],{},"When you scan, you can pass the report you're working on:",[664,665,666,677],"ul",{},[434,667,668,669,672,673,676],{},"If you pass a ",[416,670,671],{},"draft"," report's id, the uploaded file is ",[416,674,675],{},"also saved as a receipt"," on that report.",[434,678,679,680,683],{},"Otherwise, only the ",[416,681,682],{},"extracted data"," is returned — nothing is stored.",[405,685,686,687,690],{},"There is also a ",[416,688,689],{},"bulk receipt scanner"," for processing several receipts at once.",[409,692,695],{"color":693,"icon":694},"amber","i-lucide-cpu",[405,696,697,700,701,704],{},[416,698,699],{},"Every scan uses AI tokens."," A scan counts toward your monthly limit ",[416,702,703],{},"whether or not you save it"," — because the extraction work (and the token cost) happens regardless. The one exception is a low-confidence scan, which refunds its quota slot.",[426,706,708],{"id":707},"scan-limits-per-plan","Scan limits per plan",[451,710,711,721],{},[454,712,713],{},[457,714,715,718],{},[460,716,717],{},"Plan",[460,719,720],{},"Scans per month",[467,722,723,731,739,747],{},[457,724,725,728],{},[472,726,727],{},"Free",[472,729,730],{},"20",[457,732,733,736],{},[472,734,735],{},"Pro",[472,737,738],{},"100",[457,740,741,744],{},[472,742,743],{},"Business",[472,745,746],{},"500",[457,748,749,752],{},[472,750,751],{},"Enterprise",[472,753,754],{},"Unlimited",[664,756,757,767],{},[434,758,759,762,763,766],{},[416,760,761],{},"Reset."," The counter resets at the start of your billing period — the Stripe invoice date for paid orgs, the ",[416,764,765],{},"1st of the month"," for Free.",[434,768,769,772],{},[416,770,771],{},"Override."," A per-organization override can raise the limit above the plan default.",[405,774,775,776,779],{},"See ",[421,777,778],{"href":35},"limits & usage"," for how usage is tracked across features.",[426,781,783],{"id":782},"which-ai-provider-runs-the-scan","Which AI provider runs the scan",[405,785,786,787,790,791,794],{},"The provider is ",[416,788,789],{},"configurable"," — Claude by default, or OpenAI. If the active provider fails, the system ",[416,792,793],{},"automatically falls back"," to the other. Either way, scanning requires:",[431,796,797,804],{},[434,798,799,800,803],{},"Receipt scanning ",[416,801,802],{},"enabled"," in expense settings, and",[434,805,806,807,424],{},"An ",[416,808,809],{},"AI key configured",[426,811,813],{"id":812},"receipt-privacy","Receipt privacy",[405,815,816,817,820,821,824],{},"Receipts are ",[416,818,819],{},"never"," served from a public URL. When an image is displayed, the app mints a ",[416,822,823],{},"short-lived, single-view token"," per view, so the underlying file stays private and links can't be shared or guessed.",[409,826,828],{"color":827,"icon":101},"green",[405,829,830,833],{},[416,831,832],{},"Why this matters."," Receipts contain card numbers, addresses, and purchase detail. Per-view tokens mean a leaked link expires almost immediately and can't be reused.",[405,835,836,837,840],{},"If the service is temporarily unavailable, the token can't be minted and receipt ",[416,838,839],{},"images won't render"," until it recovers.",[426,842,844],{"id":843},"troubleshooting","Troubleshooting",[451,846,847,860],{},[454,848,849],{},[457,850,851,854,857],{},[460,852,853],{},"Message \u002F symptom",[460,855,856],{},"Cause",[460,858,859],{},"Fix",[467,861,862,878,891,904,917,930,943],{},[457,863,864,869,872],{},[472,865,866],{},[543,867,868],{},"Monthly receipt scan limit reached (N\u002FN)",[472,870,871],{},"You've used all scans for the period (each scan counts whether saved or not)",[472,873,874,875,877],{},"Wait for the reset, or upgrade your ",[421,876,423],{"href":30},"; an admin can apply a per-org override",[457,879,880,885,888],{},[472,881,882],{},[543,883,884],{},"Receipt scanning is not enabled",[472,886,887],{},"The feature is off in expense settings",[472,889,890],{},"An admin must enable receipt scanning",[457,892,893,898,901],{},[472,894,895],{},[543,896,897],{},"No AI provider configured",[472,899,900],{},"No AI key is set",[472,902,903],{},"An admin must configure an AI key",[457,905,906,911,914],{},[472,907,908],{},[543,909,910],{},"Could not read this receipt. Please ensure the image is clear…",[472,912,913],{},"The scan came back low-confidence",[472,915,916],{},"Retake the photo in good light, flat and in focus; the quota slot for this scan is refunded",[457,918,919,924,927],{},[472,920,921],{},[543,922,923],{},"File too large. Maximum size is 10MB.",[472,925,926],{},"File exceeds the size cap",[472,928,929],{},"Compress or re-photograph the receipt",[457,931,932,937,940],{},[472,933,934],{},[543,935,936],{},"Invalid file type",[472,938,939],{},"Unsupported format",[472,941,942],{},"Use JPG, PNG, GIF, WebP, or PDF",[457,944,945,950,953],{},[472,946,947],{},[543,948,949],{},"Failed to generate receipt token.",[472,951,952],{},"Our systems are temporarily unable to mint the per-view token",[472,954,955],{},"Receipt images won't render until the service recovers; data is unaffected",[426,957,959],{"id":958},"related","Related",[664,961,962,967,972,977,982],{},[434,963,964],{},[421,965,966],{"href":209},"Expenses overview",[434,968,969],{},[421,970,971],{"href":213},"Purchases (line items)",[434,973,974],{},[421,975,976],{"href":235},"Statuses & submission",[434,978,979],{},[421,980,981],{"href":35},"Limits & usage",[434,983,984],{},[421,985,29],{"href":30},{"title":987,"searchDepth":988,"depth":989,"links":990},"",1,2,[991,996,997,998,999,1000,1001],{"id":428,"depth":989,"text":429,"children":992},[993,995],{"id":511,"depth":994,"text":512},3,{"id":639,"depth":994,"text":640},{"id":658,"depth":989,"text":659},{"id":707,"depth":989,"text":708},{"id":782,"depth":989,"text":783},{"id":812,"depth":989,"text":813},{"id":843,"depth":989,"text":844},{"id":958,"depth":989,"text":959},"Use AI to read receipts and bank statements automatically, manage stored receipts, and understand per-plan scan limits.","md",null,{},{"icon":232},{"title":229,"description":1002},"ZjQ4f0wSFNBhEdTOu-pM5fH5jsNqzSAzkwEB2oOUSOY",[1010,1012],{"title":224,"path":225,"stem":226,"description":1011,"icon":227,"children":-1},"Claim daily meal and incidental allowances on an expense report using your organization's per-diem rates.",{"title":234,"path":235,"stem":236,"description":1013,"icon":237,"children":-1},"Understand the expense report lifecycle, the rules that govern submitting a report, and who can edit it at each stage.",1781157129248]