AI bill categorization

Upload vendor bills and let AI extract vendor info, line items, GST breakdown, additional charges, and totals. Review and edit extracted fields, then continue to Save Expense to categorize and record each bill.

Uploading bills
Bulk upload
AI data extraction
Split-screen review
Vendor matching
Confidence scores
Editing extracted data
Field source indicators
Manual entry
Draft system
Upload quota
Requirements
Tips
Related articles

Uploading bills

Navigate to Bills > Upload. Drag and drop a file onto the upload zone or click to browse.

Supported formats: JPEG, PNG, WebP, GIF, PDF, DOCX, XLSX, CSV Maximum file size: 10 MB per file

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.

Bulk upload

Upload multiple bills at once to process them as a batch.

How to upload in bulk:

Drag multiple files onto the upload zone, or click to select several files
Upload a ZIP file — the system extracts individual files automatically
Review the file list and remove any you don't need

Limits:

Up to 20 files per batch
Each file must be under 10 MB
ZIP files are extracted and each contained file counts toward the 20-file limit

After upload, AI extraction runs on all files simultaneously. A progress screen shows the status of each file — queued, extracting, extracted, or failed. You can retry any failed extraction individually without re-uploading.

AI data extraction

After upload, the system sends each document to AI for extraction. AI analyzes the image, PDF, or spreadsheet 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 code, GST rate per item
Additional charges	Processing fees, freight, packing, round-off, and other charges between subtotal and grand total
GST breakdown	CGST, SGST (intra-state) or IGST (inter-state), total GST, per-rate breakdown
TDS details	TDS section, rate, and amount if applicable
Total amount	Final invoice total including taxes

For bills with mixed GST rates — for example, 5% on transport and 18% on office supplies — AI extracts the per-item GST rate and computes a per-rate breakdown automatically.

Additional charges like loan processing fees, freight, or packing charges that appear between the subtotal and grand total are extracted as separate items and included in categorization.

Split-screen review

For bulk uploads, extracted data opens in a split-screen layout.

Left panel: File navigator with thumbnails showing extraction status per file
Right panel: Editable extracted data form for the selected file
Document preview: On large screens, a sticky preview of the original document appears alongside the form

Click any file in the left panel to switch between documents. Each file's extraction status is visible at a glance — green for extracted, red for failed, gray for pending.

Vendor matching

Extracted vendor details carry forward to the Save Expense page.

Single-file upload:

If the extracted GSTIN matches an existing vendor, that vendor is auto-selected
If no match is found, click "Create New Vendor" to open a dialog pre-filled with extracted name, GSTIN, and address

Bulk upload:

The system groups files by extracted vendor GSTIN and name
Vendors with a matching GSTIN in your system are auto-assigned to all their files
For new vendors, you see similar existing entities as suggestions
Conflicting names under the same GSTIN trigger a warning
Create a vendor once and it applies to all files from that vendor

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.

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

Field source indicators

Color-coded indicators show where each field value came from:

Color	Source	Meaning
AI indicator	Extracted	Value came directly from AI extraction
System indicator	Inferred	Value computed by the system (e.g., exchange rates, derived fields)
No indicator	User	You entered or edited this value manually

A legend at the top of the form explains each color. Before saving, a warning lists all non-user fields so you can verify AI-extracted values are correct.

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.

Upload quota

Each AI extraction uses one upload credit. Your remaining credits are shown on the upload page.

Subscription quota: included with your plan, resets monthly
Add-on packs: purchase extra credits (Starter 100, Growth 500, Enterprise 2,000)
Quota reservation: credits are reserved when you start a batch, released if files fail or are removed

If you run out of credits, you can still upload bills for manual entry without AI extraction.

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.
Use ZIP for bulk — package related bills into a ZIP file for faster upload.
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.
Retry failed extractions — click the retry button on any failed file instead of re-uploading.

Save Expense — vendor selection, amount details, AI categorization, journal entries, and saving
Bill Detail — viewing saved bill details, payments, and linked journal entries
Bill-to-Journal Linking — how saved bills connect to journal entries
Document Extraction — overview of AI extraction across all document types
AI Access Guide — managing AI access for your team
Chart of Accounts — setting up accounts for categorization

AI bill categorization