Typing invoices is the dullest part of looking after a building. Take a photo instead: flatnumber reads the invoice and fills in the expense for you. You stay in control — the AI only prepares a draft.
Steps
- Start a new expense and choose to upload files to scan with AI — photos from your phone or PDFs. You can pick several at once; each becomes its own draft.
- The drafts appear in your expenses list, marked as processing. Each row updates by itself when the AI has finished, usually within a few seconds.
- Open the draft. The AI has filled in the category, amount, date, and a short name and description.
- Check every field against the invoice, and fix anything that is off.
- Confirm. The draft becomes a normal expense.
What happens next
- Until you confirm, nothing is counted: the balance and the budget do not move.
- On confirmation the expense is recorded in the financial year that is current at that moment — even if you uploaded the invoice weeks ago.
- If the invoice date falls outside the current year, you get the same warning as with a hand-typed expense. It warns; it does not block.
- The invoice file stays attached to the expense.
Good to know
Each scan uses 1 credit. The new expense form shows how many credits are left. If the association runs out of credits, scanning keeps working and the scans are billed afterwards — you are never stopped halfway through a pile of invoices.
If the AI cannot read the invoice, the draft is kept rather than lost. It will show an amount of 0 and "N/A" as its name. Open it, type the real values and confirm — or delete it.
The AI can be wrong. Blurry photos, handwritten receipts and invoices with several totals are the usual culprits. The amount and the date are the two fields worth a second look.
Common questions
A draft has been "processing" for minutes. Refresh the list. If it is still stuck, delete it and upload the file again.
Can I delete a draft?
Yes. A deleted draft never touches the accounts.
Does the AI keep my invoices?
The file is stored in your association's space in flatnumber, like any other attachment. It is sent to the AI service only to be read.