Reading Expense Receipts with AI Documentation

Typing a receipt in line by line is the slowest part of recording an expense. When you attach a receipt to an expense, BackOps reads it with AI and proposes the date and the lines it found. Nothing is written to the expense until you accept it, and you accept each value separately.

Start a Receipt Read

Reading starts on its own whenever a receipt is attached:

Attach a file in an expense's Receipt field.
Drop receipt files onto the expenses table, which creates one expense per file and reads each one.

Receipts must be an image or a PDF. While a receipt is being read, its row in the table shows a spinner with Reading the receipt. When it is done, the row says the receipt was read and that you can open the expense to fill it in.

Accept What Was Read

Open the expense. The From the receipt section lists what was found: the Date, and each line with its description and amount, each with a checkbox.

Uncheck anything wrong

Every value starts checked. Uncheck the date or any line you do not want. Unchecked values leave the expense as it is.

Fill the expense

Select Fill expense. The checked date replaces the expense's date, and the checked lines are added.

Accepted lines are added to the lines already on the expense, never swapped in for them, so accepting a receipt can never erase something you typed. If you already entered a line by hand, delete the duplicate afterwards. Each accepted line comes in as a quantity of one at the amount printed on the receipt; split it by hand if you want quantity and unit price separately.

The expense's name, payee and budget line are never changed by a receipt read. Those are yours to set.

If you do not want any of it, select Discard receipt. The receipt file stays attached to the expense.

When the Totals Do Not Add Up

If the lines read from the receipt do not add up to the total printed on it, the section warns you before you fill: "These lines do not add up to the printed total. Check them against the paper before filling." You can still accept the lines; the warning is there so you look first.

When a Receipt Cannot Be Read

No line items. Some receipts have no itemized lines. The section says so, and you add the lines by hand. Select Dismiss to clear the message.
Could not be read. The section shows the reason. Select Try again to rerun the read, or Dismiss to give up on it and enter the expense by hand.

AI Credits

Receipt reading uses your organization's AI credits, which are seeded at 100 AI credits per BackOps Pro seat, overridable per organization. When the credits for the billing period run out, reading is Paused. An organization admin sees a link to Billing settings, where they can turn on overage or add seats; everyone else is told an organization admin can lift it. Once credits are available, select Try again.

Recording an Expense

Fields, lines, and the problems that flag an expense for review.

Licensing

Seats, AI credits and billing for your organization.