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Expenses & Receipts

Capture & Review Receipts

Capture expense receipts in Billance: import a photo, scan or PDF, let the data be recognized automatically and review it.

1 min readDesktopMobileLast updated on September 6, 2026

Instructions for the Billance desktop app on Windows, macOS and Linux.

The expense area captures receipts and incoming invoices with an original file or completely manually. Review vendor, document number, date, document type, category, currency, and net, tax, and gross amounts. Incoming invoices additionally support due date, cash discount, payments, service period, and tax treatment.

Recognition

  • Structured XRechnung XML and ZUGFeRD/Factur-X PDF files are recognized locally
  • Local OCR reads text without an AI upload
  • Billance AI is used only after an explicit action and confirmation and consumes the shared AI page allowance
  • Detected values remain suggestions and must be reviewed before saving

Desktop app

Capture in the desktop app

Open Expenses → Overview. You can select files, drag and drop them, or create a receipt manually. One file opens the editor; multiple files are added to the inbox. Folder monitoring and PDF splitting are also part of the inbox.

The expense module is Premium in the desktop app. Free users can open permitted views but cannot create or modify receipts.

After saving

The original remains attached. Receipts can be marked as reviewed, finalized, archived, paid, reused as a recurring expense, or rebilled to a customer where appropriate. Finalized receipts are protected from regular editing; changes and file integrity can be inspected through the dedicated audit areas.

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