With a list of pre-set expense categories to choose from, the app user doesn't need to input data manually when scanning a receipt. As an accountant or administrator you receive receipts with descriptive names in linked documents, a category that drives the coding, and the option to ask for a comment when you need extra information from the user.
Contents
Linking an account to a category
An account for the business owner's own expenses
How categories drive receipt automation
What you can set up
Under Settings - Accounting - App you find Expense categories. Here you can:
- Add your own categories
- Edit and delete categories
- Change the order in which categories appear to the app user (the order here is the order the user sees in the app)
- Link an account to each category, so receipts scanned against the category are coded to the right account automatically
- Request a comment for a category and add a prompt explaining what information you need from the user
- Add a dedicated account for the small business own expenses if necessary
Linking an account to a category
Each category can be linked to an account in the chart of accounts. When the app user scans a receipt and picks a category, the linked account is used to code the resulting journal — no manual coding required by the user, and the accountant gets a journal already routed to the right account.
An account for own expenses
Sole traders and small business owners often pay business expenses out of their own pocket and need them booked to a dedicated own expenses account (rather than the company's regular expense accounts). You can now configure such an account in the category settings, so when the user scans a receipt against that category the expense is coded to the correct account automatically.
The scanned receipt
When a user scans a receipt they can:
- Pick a category.
- Complete any of the information the app cannot complete for you: Date, Total, VAT , Payment Method, Place of Purchase)
- Add a comment: The accountant can make the comment mandatory or not and add a prompt to remind the user what information to include.
The file is turned into a pdf by the scanner and the documents is named as follows: category-type-date.pdf
In the linked documents section of the supplier invoice view, the document name, data and comments appear as below.
How categories drive receipt automation
If a category is linked to an account, scanned receipts arrive in Briox pre-coded. This allows them to flow automatically through Incoming documents and into Banking reconciliation using the new receipt automation settings (Settings → Automation → Incoming documents → Automation Journals) — with no manual handling required.
Depending on the setting, a full-match receipt can be:
- Left as-is for manual review (default for new accounts),
- Saved as a journal draft for the accountant to check, or
- Posted directly as a journal.
A high-value threshhold (Default : 20 000 SEK / 2 000 EUR) blocks auto-posting and auto-drafting above the set amount, so large amounts always get human review.
Read more about Automation of incoming documents.