CRM — expenses: automated import, list and filters

Where to find it and access

1. In the application menu, open the CRM area and choose the expenses item (the label matches your UI language).
2. If you do not see the menu entry or you are redirected to a no-access message, you need permissions—contact your organisation’s administrator.

Automated expense import from documents (main workflow)

The aim is to minimise manual typing. When you upload a digital invoice or bill (or a photo of a document), server-side processing tries to extract details—such as supplier, dates, amounts, document numbers—and link them to an expense in the system. Accuracy depends on scan quality and on your organisation’s setup (known suppliers, mandatory fields).

If your administrator enabled inbound email for supplier invoice PDFs, messages forwarded to your company’s dedicated address are processed on the same path as uploads from this screen. Enablement and addresses are configured under Company administration → CRM Settings; see CRM — turn on email import for bank statements and expense invoices.

What you can upload

• Formats: PDF or JPG / JPEG image.
• Size: up to 10 MB per file.
• Count in one go: up to 200 files. Files with the same name as an already selected item are usually skipped as duplicates.
• If you exceed a limit or use an unsupported format, the app shows an error message.

Steps in the import dialog

1. In the expense list header, choose the upload document action (wording and icon depend on your language pack).
2. In the dialog, pick one or more files. Each row shows its local preparation status (for example while content is read before upload).
3. Confirm with the Upload / Send button (exact label in the product). The system first stores files in secure storage, then sends the batch for server-side processing (content recognition and linking to expenses).
4. While uploading you see progress (sequence number, file name). At the end you get counts of successes and failures; failures often include a short message next to the file.

Single document

When only one file is processed successfully in a session, the app in many cases opens the edit dialog for that expense immediately. Review extracted values, complete required fields, and save before you treat the record as ready for payment or accounting.

Multiple documents (batch)

You can send several invoices in one session (up to the limit above). When there are five or more files, processing is usually queued for background execution (work continues on the server without blocking the dialog for a long time). The dialog shows a warning before you submit in that scenario. After the batch is accepted successfully, the dialog may close; find imported expenses and statuses on the list (refresh if needed; use filters and the status / flags columns).

Smaller batches (for example two to four files) are often processed within the dialog in one step—you still get a summary of successes and failures.

If processing fails

• A common message is that the supplier cannot be read reliably from the document—check the scan, try another file, or set the supplier manually in the expense editor.
• Sometimes the app reports that the processing service is temporarily unavailable (network or load)—retry later.
• Read other per-file messages literally; fix the document or contact your administrator if errors persist.

Your responsibility after automation

Automation does not replace internal controls. Imported rows may show flags such as imported, not verified, or incomplete—always check amounts, taxes, categories, projects, and cost centres before payment or posting, following company policy.

What the list shows

Each row typically includes: supplier or employee, invoice or account reference, expense date, reference fields, creation date, expense category, total amount and currency, whether it is paid, and a processing status (for example new, ready for processing, in progress, failed, completed—wording depends on your language pack).

The flags column may show icons such as: imported from a document, not yet verified, or incomplete. Clicking an icon often opens a short explanation.

On large screens you see a table; on mobile the same data may appear as cards. You can sort where arrow controls are shown on column headers.

Paging: move between pages and optionally change how many rows appear per page (e.g. 10, 20, 50, 100).

Filtering

1. Use the search box and multi-select filters for suppliers, employees, expense categories, payment methods, cost centres, fiscal periods, currencies, whether the row is verified, processing statuses, and projects.
2. Set date ranges for expense date, payment date, and booking date where available, and use the Paid and Recurring options if your company enabled them.
3. Run the search with the Search button. Clear resets the filters.

New expense (manual)

When automation is not suitable or you need a blank entry:

1. In the list header, click Add (or equivalent with a plus icon).
2. Complete the form according to your organisation’s rules (counterparty, dates, amounts, categories, and so on) and save.
3. The list refreshes; you can edit the record later from the grid.

Edit or delete one expense

1. Click the supplier/employee name or the pencil icon to edit that row.
2. Use the delete icon and confirm in the dialog to remove a single record.

Bulk actions

Useful after importing many lines when you need to align category, period, project, and so on.

1. Select one or more rows with the checkboxes; on desktop you can often select all rows on the page or manage the full selection from a banner above the grid.
2. Open the Select / bulk-actions dropdown and, where your role allows, choose group updates such as: verified, expense category, cost centre, currency, payment method, payment date, project, employee, fiscal period, expense date, booking date.
3. You may also have delete multiple expenses—use with care after confirmation, as records are removed from the list.
4. Follow each dialog to completion; the list refreshes when the operation succeeds.