Expenses

Expenses keeps the bills and receipts your company pays: rent, software, suppliers, travel. Upload the files you already have, PDFs or phone photos, and Invoa lists each one for you to check, categorise and mark paid. Your accountant gets the totals by category, with the bill attached to each.

#Upload bills you have kept

1. Open Expenses and click Upload bills.
2. Drop the files in, or click Choose files. You can add up to 50 at a time: PDF, PNG, JPEG, WebP or HEIC, up to 20 MB each.
3. Click Upload bills.

Each file becomes an expense under To review, with the file attached. When bill reading is on, Invoa reads the supplier, bill date, bill number, amount before SST, SST and total from each file within a minute or so. While it is reading, the expense shows Reading….

Bill reading fills only what is printed on the bill and leaves the rest blank. It does not fill amounts on bills in a foreign currency: enter the ringgit amount you paid.

#Monthly bill-reading allowance

Each plan includes a number of bills read for you each calendar month:

A photo or a PDF of up to 3 pages counts as one bill. Longer PDFs count once per 3 pages: a 7-page statement uses 3 bills.

The Bills read by AI card on the Expenses page shows how many you have used. The bar turns amber at 80% and red when the allowance is used up. The upload dialog tells you how many are left before you upload.

Past the allowance, bills still upload and are listed under To review; you fill those in yourself. Need more this month? An owner or admin clicks Add 200 more for RM20 (before SST) on the card and pays the invoice online; the 200 bills are added as soon as the payment clears. If online payment is not available, the button opens an email to Invoa and we add them. The allowance starts again on the 1st of each month. Settings → Plan & billing shows this month's usage and the last six months as a chart.

#Review an expense

Open an expense from To review. The bill is shown next to the form.

1. Check the Supplier, Bill date and Bill / receipt number against the bill.
2. Choose a Category.
3. Check Amount before SST and SST. The Total is the two added together, so it always adds up.
4. Under Payment, choose Paid and enter the date and how you paid, or Not paid yet with the due date.
5. Click Save expense. It moves to Paid or Unpaid.

#What Invoa suggests

When bill reading is on, Invoa also suggests three things you can change before saving:

• Category. If you have saved a bill from the same supplier before, the new one is filed the same way ("Filed like your last bill from this supplier"). Otherwise Invoa picks the category that fits what was bought.
• Paid or not paid yet. A receipt or a PAID stamp opens on Paid, with the payment date when the bill shows one. An invoice or proforma with an amount still due, or an UNPAID stamp, opens on Not paid yet with its due date.
• Due date, when the bill prints one.

Bills you uploaded before these suggestions existed can be read again: open the bill and click Read again. Only bills still under To review that Invoa read can be read again. It does not use more of your allowance, and fields you have already filled stay as they are.

An expense saved from To review counts in totals straight away. To correct one later, open it, change it and save again.

#Type an expense in

For a bill you have no file for, click New expense, fill in the same fields and save. You can upload the bill later as a separate expense, or leave it without one.

#Pay a bill you recorded as unpaid

Open it from Unpaid, choose Paid under Payment, enter the date and method, and click Save expense.

#Void an expense

Entered one twice, or uploaded the wrong file? Open it and click Void expense, then give a reason. It stays on record, marked void, and stops counting in totals. Expenses are never deleted.

#Categories

Every company starts with a chart of categories for a Malaysian SME, each with an account code: cost of sales (5000–5100) and operating expenses (6100–6999), for example 6100 Rent, 6210 EPF, SOCSO & EIS and 6400 Software & subscriptions.

Owners and admins can change them under Settings → Expense categories:

Group decides where the category sits in a profit and loss statement: Cost of sales (what you spend to deliver what you sell) or Operating expense.

#Find expenses

The tabs show To review, Unpaid, Paid and All, each with a count. Search by supplier, bill number or description, and filter by category and date. The cards above the list show the total and the SST on bills for what you are looking at, not counting void expenses.

#Who can do what

#Bill reading and your data

When bill reading is on, each uploaded file is sent to Google's Gemini API (paid service) to be read, and what it read is stored with the expense so you can compare it with the bill. Under Google's terms for the paid Gemini API, what Invoa sends is not used to improve Google's products. Uploads always work; when a bill is not read, you fill the expense in yourself.