📎 Receipt Management
🧾 Overview
Under "Receipts", all roles (User, Finance Manager, Admin) can see submitted receipts: regular users only see their own, while Admin and Finance Manager see all receipts, including who submitted them ("Submitted by").
1: "Add receipt" creates a new receipt.
2: The list can be filtered by date range, category, and status (Open/Paid).
3: Admin only: also shows deleted receipts in the list.
4: Actions per receipt: View, mark as paid (Admin/Finance Manager only), delete, permanently delete (Admin only).
🤖 Submitting a Receipt & OCR Scan
When adding a receipt, a photo or PDF of the till receipt can be attached.
1: Upload a file via "Add files"; if the app is installed (see Install the app), a dedicated camera button is also available.
Directly in the browser - without a server request - the receipt is scanned using on-device OCR and automatically fills in:
2: the amount
3: the receipt date
Fields that are already filled in are not overwritten.
4: Vendor, category, payment method, and description can additionally be entered manually. The description is a multi-line field of full width, so longer texts fit as well.
The payment method can only be set by Admin/Finance Manager.
The amount of a receipt is limited to at most €1,000,000.
Every receipt category has a tax area that determines in which block of the EÜR the expense appears. Admins and Finance Managers maintain the categories as described in the Quick Start.
✅ Marking as Paid
Only Admin and Finance Manager can mark receipts as paid.
1: If no payment method has been set yet, it must be selected here.
2: The payment date is today's date by default and can be changed. It determines the tax year and the assignment to the month in the financial analysis and in the EÜR.
3: Only then can the receipt be confirmed as paid; this cannot be undone afterwards.
When paid, the receipt receives a booking number once in the format A-YYYY-NNNN (e.g. A-2026-0001), which never changes and is not reused. It is shown in the list below the status "Paid" and in the journal of the EÜR.
Regular users can only edit or delete their own, not-yet-paid receipt within 15 minutes of submitting it.
🗑️ Deleting & Restoring
Deleted receipts are initially only soft-deleted (like a recycle bin).
1: "Show deleted" (Admin only) also displays deleted receipts in the list.
2: For deleted receipts, a restore icon replaces the edit/delete button next to it, the receipt can be permanently and irrevocably, including all attached files deleted.
📤 Export as ZIP
Using the download icon in the top right of the receipt overview, Admin and Finance Manager can export the currently filtered receipts.
The export contains a CSV overview as well as all attached files in a ZIP file. Fields starting with =, +, - or @ are neutralised in the CSV so that Excel & Co. do not execute them as a formula.
The preview of PDF receipts renders pages only up to a limited size, so a PDF with a huge page cannot overload the browser. If a page cannot be rendered, a placeholder with a link to the original is shown.