xBoox

Capture and Match a Receipt or Paid Invoice to a Bank Transaction

Save a reviewed receipt or paid invoice, then use the xBoox suggestion when the matching bank row arrives.

Save a reviewed receipt or paid invoice from your phone, then link it to a matching bank or credit-card row before posting. Expense Capture does not support unpaid bills or Accounts Payable yet.

Capture the expense document

  1. Confirm that the receipt represents a payment already made, or that the invoice has already been paid.
  2. Connect the phone to the internet, then select the circular **Receipt

Capture button between Expense and Income in the bottom navigation. On desktop, open Expenses and select Expense Capture** in the upper-right corner.

  1. Select Take photo or Choose photo.
  2. Wait while xBoox automatically compresses the image and reads it.
  3. Check Total paid, Tax amount, Category, Payment Account, merchant, and date. The accounting fields are CAD. If the document appears to use another currency or its currency is unclear, xBoox leaves the amounts blank so you must enter the actual CAD amount charged. xBoox may suggest Meals & Entertainment for food service, including a bakery, chocolatier, or confectionery receipt, Travel for supported hotel/airline/ferry evidence, Vehicle - Parking for parking, or Vehicle - Fuel when the document prints fuel volume, pump, grade, or unit-price details. Meals evidence may include a strong item phrase from a small built-in food vocabulary (for example, beef udon, fried rice, or chicken bowl), a restaurant marker, a standalone printed Tip label, or a Suggested Tips / Recommended Tips table. These tip cues can support Meals even when OCR cannot recover a paid-tip amount; a suggested-tip table is category evidence only and never fills Tip or Total paid. The form shows a non-binding Category suggestion confidence meter: it applies only to the proposed Category, never to the total, tax, payment account, merchant, or date. One strong cue starts around 90%, independent corroboration can raise it into the high 90s, and an exact merchant-reference match can raise it to 99%, never 100%. Generic item words alone are not enough, and broad retailers or fuel-station convenience purchases are guarded against false Meals suggestions. The suggestion can also come from an exact or bounded fuzzy merchant-name match for the first merchant identity found on the document. Repeated locations of the same chain are consolidated into one merchant identity. If xBoox is not sufficiently confident or two merchant candidates are too close, Category stays unselected. When available, Payment Account starts with the account used on the most recently confirmed capture in this Workspace; change it when needed.
  • For custom Categories, use Category mappings in Expense Capture to connect a reviewed Meals, Parking, Fuel, or Travel suggestion to one of your active Expense Categories. You may save a mapping for future suggestions, but you still review it before saving or posting.
  • Parking suggestions can use Lot, Ticket, LPR, a plate number, or pay-station evidence. Combinations increase the suggestion confidence. If the document says Managed By, xBoox can prefer that operator name over the lot name; still review the editable merchant and Category before saving.
  1. For a restaurant receipt, include the tip in Total paid and keep Tax amount equal to the tax printed on the receipt. If GST/HST/PST/QST rates are printed but their dollar amounts are missing, xBoox may reconstruct the total tax from the subtotal and printed rates only when the result closes exactly back to Total paid; review the value before saving.
  2. Select Save for bank matching.

The capture becomes a confirmed, unmatched Expense with its image attached. It is not linked to a statement row yet. Each capture remains separate; saving a new document does not replace or delete an earlier capture.

Review the bank suggestion

  1. Import the .qbo statement that contains the charge.
  2. Open Banking, choose the relevant account, and open the Pending row.
  3. Review the Expense Capture match found suggestion.
  4. Confirm the Category and Tax. For a foreign-currency receipt, the source currency remains internal while the saved Expense uses the CAD amount you entered. The imported CAD bank amount is authoritative.
  5. Select Post.

The bank amount is the final accounting amount. xBoox keeps the receipt image and the Category and Tax you confirm during review.

Matching rules

  • A candidate requires the exact CAD amount and a date within five days.
  • For a foreign-currency document, enter the actual CAD card or bank charge before saving. If it does not equal the imported bank row, xBoox does not treat it as an exact match; correct it during review.
  • Multiple candidates remain visible. xBoox prefers the strongest and most recent candidate but never posts it automatically.
  • An Expense Capture suggestion does not complete matching or posting until an authorized user selects Post.
  • Merchant-reference matching checks only the first merchant identity candidate. It tries an indexed exact alias first and may then compare a small indexed candidate set by merchant name. It does not scan page-wide text. A fuzzy result may suggest Category, but it cannot rename the merchant, validate the merchant identity, or clear review. Generic industry words are not used alone as merchant identities, and a gas-station name without printed fuel details does not suggest Vehicle - Fuel.
  • The food vocabulary is a bounded static Worker rule set, not a third-party menu database. It does not add a D1/API query and is used only for an editable Meals & Entertainment suggestion from likely item lines.
  • Undo returns the bank row to Pending and the receipt Expense to unmatched so it can be suggested again. It does not delete the receipt image.

OCR limits and manual fallback

Each Workspace includes 100 OCR scans per calendar month and at most two attempts for one capture. After the limit or after a failed scan, keep the image attached and enter the values manually.