AI Invoice & Receipt Import

• "Import invoice" — in the table actions on the Transactions page and on Source → Purchases. Commits a purchase transaction.
• "Import receipt" — the same flow on Optimize → Expenses, tuned for expense receipts.
• The queue — every upload, in-progress extraction, and waiting draft lives at Optimize → Document Imports, so you can upload now and review later.

These buttons only appear while the AI document capture toggle is on — see AI Features for the consent model.

You can upload a PDF, PNG, JPG, WEBP, or HEIC file up to about 10 MB. On a phone, the Take photo option opens your camera directly, so snapping an invoice at the loading dock works as well as uploading a PDF at your desk.

Long invoice? Capture up to 8 pages with the multi-shot flow — extra page photos are attached to the same import, and all pages are read together as one extraction, so a multi-page invoice still costs a single allowance unit or credit.

1. Upload. Before extraction starts you see exactly what the run will cost (for example, "uses 1 of your 25 monthly imports" — or 1 credit on Pay As You Go).
2. Extraction. "Reading your invoice…" — most documents finish in a few seconds. You don't have to wait on the page; the import continues in the Document Imports queue.
3. Review. A two-pane screen shows your original document on the left and the editable draft on the right, so you can compare line by line.
4. Confirm. Only when you commit is the purchase (or expense) transaction created — with the document attached to it — and your stock and costs updated.

Vendors that email their invoices can skip the upload step entirely. In Settings → Account Preferences, inside the AI Features card, the "Email-to-import" block (visible to managers, and only while AI document capture is on) has a "Create import address" button. It generates a private address unique to your account, shown in two flavors:

• "Invoices & purchases" — the plain address; attachments arrive as purchase drafts.
• "Expense receipts" — the same address with +expense before the @; attachments arrive as expense drafts.

Forward an email with the invoice attached (up to 5 attachments per email) and each attachment appears in Document Imports, extracted automatically if your allowance permits. For security, the sender must be a team member — mail from any other address is silently ignored, so the address is useless to anyone outside your team even if it leaks. You can copy either address, "Regenerate address" (the old one stops working immediately), or "Turn off" email import (existing drafts are kept).

Some vendors send the receipt as the email body with no attachment. Those are ignored by default — flip "Read receipts sent in the email body" (off by default, in the same block) to have body text drafted like an attached receipt. The body is read as text only: never rendered, and links inside it are never opened.

Each successful extraction uses 1 unit of your monthly document-import allowance (3 on Free, 25 on Maker, 75 on Artisan, 200 on Workshop) or 1 credit on Pay As You Go. The document-import allowance is a shared pool: invoice imports, expense receipts, and Snap-a-Sale captures all draw from the same count. Failed or unreadable extractions cost nothing, and when a flat-plan allowance runs out you can always fall back to free manual entry — with your file already attached to the new transaction. See AI Features for the full allowance and credit model.

• Foreign-currency invoices are flagged, not converted — the draft shows the document's currency and leaves the conversion decision to you.
• Unreadable documents fail gracefully — you'll see "We couldn't read this as an invoice" and a free manual-entry fallback with the file pre-attached. Nothing is charged.
• Stale items clean themselves up — uploads that sit unprocessed for 7 days are auto-discarded, an extraction stuck longer than 24 hours is marked failed, and failed or discarded imports are scrubbed after 90 days.
• Vendor memory improves over time — corrections you make (default tax category, currency, new-item category) are remembered per vendor and pre-applied to that vendor's next invoice.