Save Expense

Save Expense

Review extracted bill details, select or create a vendor, categorize expenses into accounts with AI or manually, and save with a balanced journal entry. For uploading and extracting bill data, see AI Bill Categorization.

Table of Contents

• Extracted bill details
• Vendor selection
• Amount details
• Due date & notes
• AI expense categorization
• New account suggestions
• Journal entry
• Journal entry balancing
• Saving
• Requirements
• Tips
• Related articles

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Extracted bill details

A read-only card at the top summarizes the data extracted in the previous step.

Field	Description
Invoice number	The bill or invoice identifier
Invoice date	Date from the document
Vendor name	Business name of the seller
GSTIN	Vendor's GST identification number (if available)
Line items	Table of each item with description and amount
Confidence badge	Extraction confidence — green above 80%, secondary at 80% or below

This card is not editable on the Save Expense page. To change extracted fields, go back to the upload page.

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Vendor selection

Select an existing vendor or create a new one. The vendor dropdown pre-fills if the extracted GSTIN matches a vendor already in your system.

Selecting an existing vendor:

• Open the vendor dropdown and search by name or GSTIN
• The list shows each vendor's name and GSTIN (if available)
• Select the matching vendor

Creating a new vendor:

Click "Create New Vendor" in the dropdown to open the create dialog. When coming from AI extraction, the name, GSTIN, and address fields are pre-filled from the extracted data. The dialog has these fields:

Field	Required
Name	Yes
GSTIN	No
PAN	No
Address	No
Email	No
Phone	No

After creating the vendor, it is automatically selected.

Note: The bill always stores the extracted vendor name, GSTIN, and address as text fields, whether or not a vendor record is linked. You can save a bill without selecting or creating a vendor.

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Amount details

Currency selector — choose the bill's currency from the dropdown (INR, USD, EUR, GBP, AUD, SGD, AED). The total amount from extraction is shown as read-only in the selected currency.

International currency handling — when a non-INR currency is selected:

• An exchange rate is auto-fetched for the invoice date
• The conversion is shown as "1 {currency} = X INR"
• You can manually override the exchange rate if needed
• The INR equivalent is calculated automatically and can also be overridden

Amount summary — a breakdown box shows:

• Subtotal
• CGST, SGST (intra-state) or IGST (inter-state) — shown only if greater than zero
• Total GST
• Total in the original currency
• Total in INR (for international bills, shown in green)

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Due date & notes

Two optional fields in a side-by-side layout:

• Due Date — a calendar picker for the payment due date. Leave blank if not applicable.
• Notes — a text area for any additional notes about the bill.

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AI expense categorization

Click "AI Categorize" to generate journal lines automatically. The button appears only if you have AI access.

What AI analyzes:

• Line items, descriptions, and amounts
• GST breakdown
• Vendor name
• Your Chart of Accounts

What AI returns:

• Journal lines — each with debit/credit type, account code and name, amount, and narration
• Confidence score — how certain the AI is about the categorization
• Reasoning — why each account was chosen

Editing suggestions:

You can edit any AI-generated line — change the account, switch between debit and credit, adjust amounts, or add and remove lines. AI suggestions are a starting point, not a final answer.

Error handling:

If categorization fails, an error message appears with a Retry button to re-run the analysis.

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New account suggestions

When no existing account matches a line item, AI may suggest creating a new account. A button appears below the journal lines: "Create X Suggested Account(s)".

Clicking it opens a modal listing each suggestion with:

• A proposed account name and code
• The account type (expense, asset, liability, etc.)
• A default GST rate and HSN/SAC code if applicable

For each suggestion, you can:

• Create — add the account to your Chart of Accounts
• Use existing — map to an existing account instead
• Skip — dismiss the suggestion and select an account manually

Accounts are never created without your explicit approval.

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Journal entry

The journal entry section is the core of the Save Expense page. On desktop, an Account Reference Panel is pinned to the left showing your Chart of Accounts for quick reference.

Each journal line has these fields:

Field	Control	Notes
Type	Dropdown (Dr / Cr)	Debit or credit — required
Account	Searchable dropdown	Select from Chart of Accounts — required
Amount (INR)	Number input	Minimum 0.01 — required
Delete	Trash icon	Only available when more than 2 lines exist

For international bills, the original currency equivalent is shown below each line's amount.

Adding and removing lines:

• Click "Add Line" in the card header to append an empty line
• Click the trash icon on any line to remove it (minimum 2 lines required)

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Journal entry balancing

The Save Expense page uses the Largest Remainder Method to balance journal entries, handling floating-point rounding so total debits exactly equal total credits.

• Maximum automatic adjustment: 1 rupee (100 paisa). Larger differences are rejected and must be fixed manually.
• A green checkmark appears when balanced, with a note if an auto-adjustment was applied (e.g., "auto-adjusted by ₹0.01")
• A red indicator appears when unbalanced, showing the difference amount

The balance summary shows total debits and total credits side by side. For international bills, the original currency equivalents are shown alongside the INR totals.

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Saving

Click "Save Expense" to finalize. The button is disabled until the journal entry is balanced.

Validation requirements:

• Invoice number and date must be present
• At least 2 journal lines
• Every line must have an account, amount (≥ 0.01), and type (debit or credit)
• Total debits must equal total credits

What gets created:

• A bill record with vendor, amounts, currency, due date, and notes
• Journal entries linked to the bill with all debit and credit lines
• The draft is marked as completed

After saving, you are redirected to the Bills list page.

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Requirements

• AI access — required for the AI Categorize button and account suggestions. Without it, you can still build journal entries manually. See AI Access Guide.
• Chart of Accounts — AI categorization and the account dropdowns pull from your accounts. See Chart of Accounts.

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Tips

• Review AI suggestions — verify AI-suggested accounts and amounts before saving, especially for new vendors.
• Accounts need approval — AI may suggest new accounts, but they are only added after you approve.
• Use the reference panel — on desktop, the Chart of Accounts panel helps you pick the right account without leaving the page.
• Check the balance — the green checkmark confirms your entry is balanced. Fix any red indicators before saving.
• Override exchange rates — auto-fetched rates are based on the invoice date. Override if your actual rate differs.

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Related articles

• AI Bill Categorization — uploading bills, AI extraction, confidence scores, and editing extracted data
• 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