Open Process from Gmail, then select Action Needed. These items need a decision. For possible duplicates, compare the source with the expense already recorded before choosing an action.
Action Needed after a Gmail scan
- Get receipt: open the protected receipt link, upload or forward the file, then choose Done. ExpenseBot keeps one card per vendor: when the same vendor sent several "bill ready" or "payment received" notices, the card lists what else it covers and Done (N) marks all of them done at once. Choose Show the other notices to handle one on its own.
- Receipt details missing after a Gmail scan / invoice details missing: choose Add manually only if you can confirm a paid business expense; otherwise choose Don't add.
- Receipt date missing: ExpenseBot couldn't find a usable date on the receipt, in the email, or in the photo, so it didn't add the expense. It never fills in today's date for you. If it's a business expense, choose Add manually and enter the date the receipt shows (the Date field opens empty on purpose); otherwise choose Don't add. Open original email shows the receipt so you can read the date.
- Files to review (Add Expenses page): supported photo, Google Drive, and upload holds (such as missing receipt details or an unreadable PDF) have a Files to review card on the Add Expenses page. That attempt did not add the held file to your sheet; Review expenses is not its review destination, and Gmail's Action Needed is separate. Follow the reason and available actions on the card, such as Add manually or Don't add. Do not blindly upload the unchanged file again. If the result explicitly asks for a clearer, unlocked, or corrected source, follow that instruction. If no card or next step is available, contact support@expensebot.ai rather than assuming the file was added.
- Couldn't read this image: ExpenseBot tried to read this image attachment several times and could not. Other attachments in the same email are handled separately. If it is a receipt, choose Add manually, or upload a clearer photo or PDF; otherwise choose Don't add.
- Upload original receipt: ExpenseBot retried but could not read the original file. Open the email, then upload or forward the original receipt. Add it manually only when you can confirm a paid business expense.
- Check if paid / quote or paid invoice: add manually only after the email confirms a completed business payment; otherwise choose Don't add.
- Payment to a business name ExpenseBot doesn't recognize: the card asks Is {name} your business? Choose Yes — add to Income if it is yours: ExpenseBot adds the Income row and saves the name to your Billing Profile, so future payments to it don't need a card (the confirmation message has Undo). Choose No — we paid it to add it as an expense, or Don't add if it isn't about you. A team employee chooses It's for {company} or It's my own payment instead, and those answers never save a name.
- Invoice from a business ExpenseBot doesn't recognize: the card asks Is {name} your business? Choose Yes — it's ours for an invoice your business sent: it isn't added as an expense, and the name is saved so later invoices from it are recognized automatically (Undo is in the confirmation message). Choosing Yes — it's ours also clears any other open cards asking about the same business. Choose No — add as expense for a bill you owe or paid, or Don't add if it isn't about you.
- Review money in or out: choose Add as expense if it is your bill, paid or not; otherwise choose Don't add as expense. ExpenseBot does not write Income from this card.
- Review statement: add manually only if the statement represents one confirmed paid business expense; otherwise choose Don't add.
- Possible duplicate: compare both records, including cases where the same document produced different totals. Choose Keep both only for separate expenses, or Don't add this one when the existing expense already represents it. If the source is not an expense at all, choose Not an expense and confirm. That decision does not add, change, or remove spreadsheet rows. If the comparison changed, review the source again; ExpenseBot will not silently discard it. A source already recorded must be reviewed in Review expenses instead.
- Vendor credit: choose Add credit to reduce an expense, or Ignore.
- Choose currency: use this only when the source evidence is still ambiguous or conflicting. Confirm the suggestion or choose the currency actually charged, then add the expense.
- Ask ExpenseBot: this appears only when the current app has no safe built-in financial action for a newer review category. The button opens chat with the category already filled in. ExpenseBot explains why the category appeared and directs you to the correct in-app next step; chat does not mark the item resolved for you.
For possible receipts, use the scan email's review button or open the Suggested Receipts tab. Select the real receipts to process; mark obvious notifications as not receipts.
The scan-complete email counts items that need a decision, not different currencies. A currency action should appear only when the evidence is genuinely ambiguous or conflicting.
The Action Needed introduction is deliberately short. The reason and next step appear on each item, where the decision is made.