What details does an expense capture?
A rundown of the fields, statuses, scan states, and duplicate detection on an expense record.
Each expense holds a set of fields describing what you spent and where. Many of these are filled in for you when a receipt is scanned, but you can edit any of them before or after confirming.
Fields on an expense
- Merchant name — who you paid.
- Expense date — when the purchase happened.
- Currency — the currency of the amounts.
- Subtotal, Tax total, and Total — the money amounts.
- Category — how the expense is classified (BunnyDoc can suggest one for you).
- Bank account — the account the expense was paid from.
- Payment method — Card, Bank transfer, Cash, Direct debit, or Other.
- Reference — an optional reference number or note.
- Notes — free-text notes.
- Is billable — mark the expense as billable and attach a customer.
- Line items — individual lines from the receipt.
When a category is left blank, BunnyDoc may suggest one based on the receipt. You can accept the suggestion or pick a different category.
Expense statuses
An expense moves through these statuses:
- Draft — just added and not yet confirmed.
- Confirmed — reviewed and saved; it counts toward your reports.
- Archived — set aside and hidden from the main list.
Scan (OCR) states
While and after a receipt is scanned, its reading state is shown as one of:
- Queued — waiting to be scanned.
- Scanning — being read now.
- Scanned — read successfully.
- Needs review — read, but some details need a manual check.
- Failed — could not be read; enter the details yourself.
Duplicate detection
If BunnyDoc thinks an expense might already exist — for example, the same receipt added twice — it shows a duplicate detection banner on the expense detail. Use it as a prompt to check before you confirm a second copy.