AI Bill Categorization
Upload vendor bills, extract data with AI, review and edit fields, then continue to the Save Expense page
AI Bill Categorization
Upload a vendor bill and let AI extract the details — vendor info, line items, GST breakdown, and totals. Review and edit the extracted fields, then continue to Save Expense to categorize and record the bill.
Table of Contents
- Uploading a bill
- AI data extraction
- Vendor matching
- Confidence scores
- Editing extracted data
- Manual entry
- Draft system
- Requirements
- Tips
- Related articles
Uploading a bill
Navigate to Bills > Upload. Drag and drop a file onto the upload zone or click to browse.
Supported formats: JPEG, PNG, WebP, GIF, PDF Maximum file size: 10 MB
The file is stored in document storage immediately. If you have AI access, extraction begins automatically. Without AI access, the form opens blank for manual entry.
AI data extraction
After upload, the system sends the document to AI for extraction. AI analyzes the image or PDF and populates every field automatically.
| Field | Description |
|---|---|
| Vendor name | Business name of the seller |
| Vendor GSTIN | 15-character GST identification number |
| Vendor address | Full address of the seller |
| Invoice number | Unique bill or invoice identifier |
| Invoice date | Date in YYYY-MM-DD format |
| Currency | Detected from symbols (₹ INR, $ USD, € EUR, £ GBP) |
| Place of supply | Indian state code for GST applicability |
| Line items | Description, quantity, unit price, amount, HSN/SAC per item |
| GST breakdown | CGST, SGST (intra-state) or IGST (inter-state), total GST, rate |
| Total amount | Final invoice total including taxes |
Vendor matching
Extracted vendor details carry forward to the Save Expense page:
- If the extracted GSTIN matches an existing vendor in your system, that vendor is auto-selected — no manual lookup needed.
- If no match is found, clicking "Create New Vendor" opens a dialog pre-filled with the extracted name, GSTIN, and address.
- The bill always stores the extracted vendor name, GSTIN, and address as text, whether or not a vendor record is linked.
See Vendor Selection for the full vendor workflow.
Confidence scores
Every extraction includes a confidence score on a 0–100% scale, shown as a badge next to the document preview.
- Above 80% — green badge: "High confidence extraction"
- 80% or below — secondary badge: "Review highlighted fields"
The threshold is strictly greater than 80%. Even high-confidence results should be spot-checked before saving.
Editing extracted data
Every field is editable regardless of confidence. Changes auto-save to the draft every 1 second, so you never lose work.
- Edit any text or number field — vendor name, GSTIN, invoice number, dates, amounts
- Add or remove line items — "Add Item" appends a row; the trash icon deletes one
- Change GST values — enter CGST/SGST for intra-state or IGST for inter-state; total GST auto-calculates
- Adjust the total — an auto-calculated total is shown, but you can override it to match the document
Manual entry
Manual entry is a first-class workflow. Navigate to Bills > Upload and fill in every field by hand. The form opens with empty fields when AI access is unavailable, the quota is exceeded, or you prefer typing directly. Manual entry supports the same fields, auto-save behavior, and categorization as AI-extracted bills.
Draft system
Every upload and edit persists as a draft. Drafts auto-save across the upload and save-expense pages. When you return, a resume dialog offers two options:
- Continue — restores all fields where you left off
- Discard — deletes the draft and starts fresh
Drafts track which page you were on, so resume takes you to the correct step.
Requirements
- AI access — the owner or a team member must have an active AI access grant. See AI Access Guide.
- Chart of Accounts — AI categorization matches against your accounts. See Chart of Accounts.
- Clear documents — readable text, especially numbers and dates, produces better extractions.
Tips
- PDF preferred — PDFs generally extract more accurately than photos of paper bills.
- Include HSN/SAC codes — these help AI pick the right expense category.
- Review before continuing — verify extracted fields before moving to the Save Expense page.
Related articles
- Save Expense — vendor selection, amount details, AI categorization, journal entries, and saving
- Bill-to-Journal Linking — how saved bills connect to journal entries
- AI Access Guide — managing AI access for your team
- Chart of Accounts — setting up accounts for categorization