How to Create an Expense with Minii AI

Creating an expense from an invoice is easier with Minii AI. Minii AI can scan invoices, automatically extract key information, and help you convert an invoice into an expense in just a few steps.

This article walks you through how to use Minii AI to scan an invoice, review the extracted information, create an expense transaction, and submit it for approval.

Before creating an expense with Minii AI, make sure that:

• You have the appropriate role and permissions to access and manage Payables.
• Approval Rules have been configured for your account if the expense will be submitted for approval.

• You have the invoice file available on your local device or have an existing invoice file ready to use.

   

   

Steps:

1. Scan an Invoice with Minii AI

1. From the ManageCasa dashboard, click Chat with Minii AI.
2. Select Scan Expense Invoices from the available options.
3. Click the attachment icon to browse for a new invoice file or select an existing file.
4. Once the invoice is selected, submit it for processing.

Minii AI will read the invoice and extract the important details for you. Once processing is complete, a draft expense will be available for review.

5. Click Review Draft to open the invoice and expense form

2. Review the Bill Information

The invoice and Accounts Payable form will open, with key bill information automatically populated for your review, including:

• Bill Date
• Due Date
• Invoice Reference

If this is the first invoice from the vendor, the expense may initially appear as Incomplete.

Open the invoice to review the information. Minii AI will provide suggestions for you to confirm or adjust, including:

• Paid To – The vendor associated with the invoice
• Associated Property – The property related to the expense

You can manually edit or add details by typing and selecting an option from the dropdown menu. You can also use Minii AI's suggested matches, which intelligently recommends relevant information based on the invoice.

3. Apply Amounts by Account

Scroll down to Apply Amounts by Account.

Minii AI automatically detects the line items and amounts listed on the invoice. Assign each amount to the appropriate account by selecting an account from the dropdown menu or choosing from Minii AI's suggested accounts.

To add another line item, click Add New Line and enter the required details.

4. Review the Notes

Review the Notes section before creating the expense.

Minii AI automatically pulls relevant notes directly from the invoice. Review the information and make any necessary edits.

Once all details have been reviewed and confirmed, click Create Expense Transaction.

5. Review the Payable

After creating the expense transaction, navigate to Accounting > Payables.

The All tab is the default landing page and displays your invoices along with their current statuses.

Click on an invoice to open and review its details. Depending on your permissions and the invoice status, you can also:

• Edit the invoice
• Set the posting date
• Download the invoice
• Copy the invoice
• Delete the invoice

6. Submit the Invoice for Approval

When the invoice is ready to move forward in the approval workflow, return to the List view and locate the invoice you want to submit.

Click the three-dot menu and select Send for Approval.

Once submitted, click the question mark icon to view the invoice's approval status and identify the user currently assigned as the pending approver.

Important Notes

• Always review the information extracted by Minii AI before creating the expense transaction.
• Minii AI's suggested vendor, property, account, and invoice details are based on the information detected from the uploaded invoice and should be confirmed for accuracy.
• The available actions may vary depending on your role, permissions, and the current status of the payable.

• An Approval Rule must be configured if the expense needs to go through an approval workflow.

   

Need Help?

If you have any questions or need further assistance, feel free to reach out to the ManageCasa Support Team or visit our Help Center for more guides and troubleshooting steps. We’re always here to help!