Open Process from Gmail, then select Action Needed. These items have not been added as expenses yet.
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.
- 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 an unsaved business name: ExpenseBot explains which recipient name it could not match. Choose Yes — add to Income if it is your business, or No — not mine. A successful Yes adds or confirms the Income row and remembers that name in your Billing Profile for future payments.
- Invoice direction without a named recipient: review whether the document records money received. Choose Don't add as expense when it is not a business expense; ExpenseBot does not guess an Income recipient.
- 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 conflicts where the same document identity produced different totals—then choose Keep both or Don't add this one.
- 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.
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.