xBoox

Capture and Post a Receipt or Paid Invoice in Simple Tracking

Photograph a receipt or paid invoice, review the recognized total and tax, and post the Expense immediately.

Photograph a business receipt or paid invoice, check the important values, and post the Expense without typing every detail. Expense Capture does not support unpaid bills or Accounts Payable yet.

Before you begin

  • Connect the phone to the internet. Receipt processing does not work offline.
  • Allow camera access when the browser asks, or choose an existing JPEG or PNG photo.
  • Use an invoice only after it has been paid. Have the Payment Account used for the payment ready.
  • Confirm that the Workspace is set to Simple Tracking.

Capture and review

  1. On a phone, select the circular Receipt Capture button between

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

  1. Select Take photo or Choose photo.
  2. Keep the receipt or paid invoice flat, well lit, and fully inside the image.
  3. Wait while xBoox automatically compresses the image and reads it.
  4. Review Total paid and Tax amount. Include a restaurant tip in Total paid, but use only the tax printed on the receipt. The accounting fields are CAD. If the document appears to use another currency or its currency is unclear, xBoox leaves the amounts blank and asks you to enter the actual CAD amount charged.
  5. Choose the Category and Payment Account. 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 review 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. The suggestion is only a starting point; 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 receipt in this Workspace; change it when needed.
  • If your Workspace uses custom Categories, open Category mappings in Expense Capture to connect Meals, Parking, Fuel, or Travel suggestions to one of your own active Expense Categories. You can also select a Category during review and choose to use it for future suggestions. xBoox never posts from this mapping without your review.
  1. Confirm the merchant and date when available.
  2. Select Post expense.

The Expense is posted immediately. The compressed document image remains attached to the transaction.

Important rules

  • xBoox targets 1.5 MB or less before upload. Compression is automatic and removes camera metadata from the saved copy.
  • Each Workspace includes 100 OCR scans per calendar month. A retry for the same stored receipt does not consume another scan.
  • After the monthly limit, the photo can still be attached and the fields can be entered manually.
  • OCR is attempted at most twice. If it still fails, use manual entry.
  • Deleting a pending receipt also deletes its stored image. It does not return OCR usage.
  • Each capture remains a separate expense document. xBoox does not silently replace or delete an earlier capture.
  • 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 search addresses, item descriptions, or arbitrary page phrases. A fuzzy result may suggest Category, but it cannot rename the merchant, validate the merchant identity, or clear review. Generic words such as Restaurant, Cafe, Hotel, Parking, or Gas are not used alone as merchant identities. A gas-station name without printed fuel details does not suggest Vehicle - Fuel. Every suggestion remains editable and never confirms or posts by itself.
  • The food vocabulary is a bounded static rule set in the Worker. It is not a third-party menu database, does not add a D1/API query, and is used only to suggest Meals & Entertainment from likely item lines. Confirm the Category yourself before posting.
  • When GST/HST tracking is off, Tax amount is disabled and the Expense is Out of Scope.

Troubleshooting

The document cannot be uploaded

Reconnect to the internet and try again. If the image cannot be opened, take a new photo or choose a JPEG or PNG file.

The amount or tax is wrong

Correct it before posting. The user-confirmed values become the accounting record; OCR is not treated as final.

The document is from another country

xBoox keeps the inferred source currency internally but does not add a currency selector to the accounting form. Enter the actual CAD amount charged and the applicable tax amount in CAD before posting.