How to submit an expense with an invoice

An expense is a payment request: what we pay for, to whom, how much and under which category. To submit an expense, you need the Expenses: submit permission at the location.

Step by step

1. Open the form. Finance → Expenses → New expense.
2. Upload the invoice. Drag a PDF, photo or scan into the window — AI reads the invoice and fills in the counterparty, BIN/TIN, invoice number and date, amount, VAT, currency and purpose. Fields filled in by AI are highlighted — check them.
3. Fill in the rest:
   • What we pay for — a clear name: "Rent for the Abay Ave premises for December";
   • Category — determines the approval route and the budget;
   • Amount, VAT, Counterparty (a new counterparty is saved automatically);
   • Location or Whole company, Department (cost center);
   • Payment — method, Pay by, urgency;
   • Budget month — the month the expense counts toward;
   • Comment for approvers — why the expense is needed, links, agreements.
4. Look at the right side. The Check block shows the category budget: Plan, how much Will remain and Overspend. The Where it goes block shows who will approve it along the category route.
5. Submit. Send for approval — the expense goes to the first step of the route. You can save a draft and send it later.

Checks

After submission, jeCheck checks the expense itself and shows warnings in the card:

• the same invoice number from this counterparty has been seen before;
• the same amount to the same counterparty in the last 45 days;
• splitting: several small expenses to one counterparty within 3 days;
• the price rose by more than 40% compared to the average;
• the first payment to a new counterparty;
• the same invoice file is already attached to another expense;
• no invoice, although the category requires one;
• budget overspend.

If the AI controller is on, it compares the expense with the company's policy and gives a recommendation: can be approved, worth checking or recommends rejecting — with reasons. A person still makes the decision.

If it's returned for revision

An approver can return the expense with a mandatory comment. You'll get a notification, and the expense appears in the Mine tab with the "Returned for revision" status. Click Fix and resend — the expense goes back to the same step.

Withdrawing an expense

Until the expense is paid, the author can Withdraw it in the card (the More menu). The expense becomes "Cancelled", and its history is kept.

Frequently asked questions