# How to submit an expense with an invoice

> A new expense: category, amount, counterparty, invoice — AI fills in the fields from the invoice, checks for duplicates and the budget, and shows who will approve it.

Источник: https://jecheck.io/en/docs/expenses/create-expense

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.

> [!NOTE]
> If the category forbids exceeding the budget, you can't submit an expense above the plan — you'll see "Can't submit: the category forbids overspending". If the category only warns, the expense goes through with a mark, and the route may add another approval.

## 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

### The invoice wasn't recognized — what should I do?

Fill in the fields manually. AI reads PDFs from accounting software and clear photos best. Recognition works when the "AI" feature is on and the **AI reads invoices** checkbox is checked in the general settings.

### Can I submit an expense without an invoice?

Yes, if the category doesn't require an invoice (**No submission without an invoice** is off). You can attach an invoice or receipt later.

### How do I repeat the same payments every month?

Set up **Recurring payments** in **Categories and routes** — on the selected day, the expense is created automatically and sent for approval. See [Settings](/docs/expenses/settings).