The receipts autopilot

You drop your receipts and supplier invoices. The autopilot reads them, suggests the category and the account, checks the amounts and the VAT, then waits for your approval. When you allow it, it posts the documents it is sure of by itself.

Before you start

• Accounting must be on: see Turn on accounting.
• Your company’s AI must be switched on: see The AI assistant. Without it, To Bill only reads the QR code of invoices: see Receipts and automatic reading.
• On your phone, the To Bill app photographs a receipt and sends it here: see Scan a receipt or an invoice with your phone.
• Your expense categories must have their account: see Accounting settings.

Drop your documents

1. In the menu, open Accounting, then To review.

2. Click Add documents (1), or drag your files onto Drop receipts and supplier invoices here. PDF or photo (JPEG, PNG, HEIC), up to 20 at once, 10 MB each.

3. To Bill says … document added: it is being read. A few seconds later, each document has been read.

   

At the top, three counters: the documents To review, the share Booked without a human over 30 days, and your Confidence threshold. The tabs (2) separate the documents To review, Booked and Rejected.

What the autopilot does

1. It keeps the file as you dropped it.
2. It reads the QR code of a QR-bill, without AI: supplier, IBAN, reference, amount and due date. The IBAN always comes from the QR code, never from the AI.
3. The AI reads the rest: supplier, UID number, date, number, currency, total, VAT lines and a short description. For this reading, the document goes to the AI with everything printed on it: see What AI receives.
4. It checks: a missing field, VAT that does not match the total, a VAT rate that was not in force on that date, an invalid UID number, a future date, a possible duplicate.
5. It suggests the category and its account, from your past decisions for this supplier, from a bank rule, or from the AI. It shows its confidence: … % sure.

It only posts a document by itself if all these conditions are met: you have allowed it, the AI confirms what your past decisions or a bank rule say, the confidence reaches your threshold, and nothing is blocking. The first document from a new supplier therefore always waits for your approval.

Approve a document

1. In the To review tab, check each row’s proposal: the category, the account and the reason.
2. Click Accept. If some information is missing, the button is called Complete: the document opens so that you can fill it in.
3. For something that is not a voucher, click Reject.

To see the details, click the row. The sheet shows The document, What was read with where each value comes from (QR, AI or You), the Proposal and, if the document is waiting, Why it waits.

A wrong value? Click Correct, change it, then click Book with these values.

Accepting a document creates the expense, with its VAT and the file attached as its receipt, then the journal entry. A QR-bill becomes a supplier invoice to pay, with its due date: see Pay supplier invoices.

With the keyboard

Key	Action
j / k	Next / previous row
o or Space	Open the document
Enter	Accept
e	Correct
x	Reject
u	Undo the last action

After each decision, the message that appears offers Undo for a few seconds.

Undo a booked document

1. Open the Booked tab and find the document.
2. Click Undo. To Bill reverses the entry, removes the expense and puts the document back in To review.
3. Correct it, then accept it again.

You can also open the document and click Correct: To Bill reverses the old entry, then posts the new values. In a closed period, the reversal is refused.

The autopilot learns

Each document you accept or correct teaches it this supplier’s category. After a correction, or a second confirmation, it suggests a bank rule for this supplier: A bank rule is proposed for this supplier: review it in Bank › Rules. It only takes effect if you switch it on. See Bank rules and automations.

Set up the autopilot

In Settings › AI, Autopilot section, or in Accounting › Settings:

• Book safe receipts on its own: when on, the autopilot posts the documents it is sure of; when off, every document waits for your approval.
• Confidence threshold: from 50% to 99%. Below it, the document waits. 90% is a good start.

By default, the autopilot posts by itself from 90%. You need the permission to manage accounting to change these settings.

Bank lines

In Accounting › Bank, the AI also suggests an open invoice or an account for lines nothing else has recognised. It does so after each statement import, or when you click Propose with AI. Its suggestions are marked AI suggestion and are never posted by themselves: you accept them line by line. See Reconcile payments.

When AI is switched off

To Bill still accepts your documents and reads the QR code of QR-bills. It still suggests the category of your known suppliers, but no longer posts anything by itself. A banner says so: AI is off for your company. No document is sent to the AI: the fields that the QR code does not give are left for you to fill in.

Legal basis

• Every entry is supported by a voucher, on paper or electronic: Art. 957a para. 2 no. 2 and para. 3 CO. To Bill attaches the dropped file to the expense as its voucher.
• Vouchers are kept for ten years: Art. 958f para. 1 CO.