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Expenses overview

The Expenses page brings together two types of outbound transactions:
  • Receipts: Documents you upload to eggz (photos, PDFs). AI extracts the data automatically.
  • Bills: Purchase invoices you owe (accounts payable), synced from Xero or captured in eggz itself.
Both appear on the Expenses page, separated by tabs.

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Receipts tab

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Viewing receipts

The Receipts tab shows all documents you have uploaded. Each receipt displays:
  • Status: Pending (processing), Processed (ready to review), or Published (sent to Xero)
  • Merchant name: Extracted by AI from the document
  • Amount: Total transaction amount and currency
  • Transaction date: The date on the receipt — or a Needs date chip if eggz couldn’t find one (see Receipts without a date)
  • Category: AI-assigned expense category

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Receipt detail page

Click any receipt to open its detail view. Here you can:
  • See where the receipt sits in its process — the Process panel names its stage, and when there’s a step to take the top of the page offers exactly one (Resolve, Add a date, or View bill; an Expense-stage receipt publishes from the Publish to Xero card below instead). See The Process panel.
  • View the original document (PDF viewer or image) — on a phone, behind a View document tab. See Viewing on your phone.
  • Check the extracted figures with GST first — Total (incl. GST) · GST · Subtotal — and follow the supplier through to its account
  • Review the line items and AI extraction summary — amounts are edited on the Receipts list, see below
  • See its Activity timeline of what’s happened to it
  • Download the original file
  • Publish to Xero (as a bill or Spend Money)
  • Delete the receipt

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Editing a receipt’s amount

On the Receipts list, click a receipt’s Amount to edit it in place. eggz keeps the total and its line items in agreement automatically — a single-line receipt absorbs the change immediately (with an Undo), while a receipt with two or more lines opens a reconciliation dialog that must balance to $0.00 before it saves. See Editing totals and line items for the full walkthrough.

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Receipt lifecycle

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Publish a receipt to Xero

Publishing is how a reviewed receipt leaves eggz and becomes a real record in your Xero organisation. Nothing is written to Xero automatically — you review the details first, then approve.

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When the Publish to Xero card appears

The Publish to Xero card sits on the receipt detail page, below the extracted data. You’ll see it when all of these are true:
  • The receipt has finished processing (status Processed).
  • Your workspace is connected to Xero.
  • Your account has permission to publish to Xero. If you don’t see the card at all, ask your workspace admin.
If Xero isn’t connected — or the connection has expired — the card still appears, but instead of a publish button it prompts you to connect (or reconnect) Xero from Settings > Integrations.

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Bill or Spend Money?

What eggz creates in Xero depends on the receipt’s payment status: The card tells you upfront which one this receipt will become.

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Review, approve, publish

1

Click Publish to Xero

On the receipt’s detail page, click Publish to Xero. A review dialog opens with the receipt’s details pre-filled for your review — you may still need to choose accounts in the next step.
2

Review the details

Check the contact (taken from the merchant name), the transaction date, the amount, and the line-item count. If something looks wrong, cancel and correct the receipt first — see the extracted data is wrong.
3

Choose accounts (if needed)

Optionally pick the expense account for the line items — leave it blank to use your default expense account. If the receipt is paid, you must also choose the bank account the money came from; eggz won’t let you publish a paid receipt without one.
4

Approve

Click Publish to Xero in the dialog. This is the moment eggz writes to Xero — nothing happens without this explicit approval.

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After publishing

The card changes to Published to Xero, showing what was created (a bill or a Spend Money transaction) and when. That’s the receipt’s final state — the publish button is gone, and each receipt can only be published once, so you can’t create duplicates by revisiting the page. eggz also remembers the link between the receipt and the record it created. When that bill or transaction syncs back from Xero later, eggz recognises it as the same purchase instead of counting it twice — see How receipts become expenses.
If Xero rejects the publish — for example, the connection has a problem — eggz shows you the exact error message and the receipt stays unpublished, so you can fix the issue and try again. Nothing is created silently.

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Bills tab

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Where bills come from

A bill can reach eggz several ways:
  • Synced from Xero. Purchase invoices from your connected Xero organisation.
  • Created in eggz. Choose New Bill from the main menu to capture a bill by hand, with its own supplier, dates, line items, and currency.
  • Captured in ChatGPT or Claude. See Capture bills in ChatGPT & Claude.
  • Created from a receipt. If a receipt is really money you still owe, the receipt page’s This is actually a bill button records it as a bill, with an Undo. See You always have the final say.
The bill’s detail page names its origin in the Source field, for example Manually captured for a bill created in eggz.

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Viewing bills

The Bills tab shows all your bills, whatever their source. Each bill displays:
  • Invoice number and reference
  • Contact (supplier) name
  • Dates (issued, due)
  • Amounts (subtotal, tax, total, paid, due)
  • Status (from Xero: Draft, Submitted, Authorised, Paid, Voided)

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Bill detail page

Click any bill to view full details, including the PDF attachment where one exists.
A bill synced from Xero is managed in Xero: edit it there, then sync the latest data from Settings > Integrations. Bills captured in eggz (the Manually captured source) live in eggz.
Bills also show a full Settlement history — Total, Paid, and Amount due, plus every payment applied — exactly as described for invoices. See Settlement history. The detail page also shows:
  • A Supplier card linking to that contact’s account, when the bill is matched to one
  • One Evidence receipt card for every receipt attached as proof of payment — see How receipts become expenses
  • An Activity timeline of what’s happened to the bill
On a phone, the same Details / View document layout applies here too.

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Customise your table columns

Show the details that matter to you and hide the rest. Every list in eggz — Receipts, Bills, and the tables under Sales, Quotes, Customers, and Transactions — lets you pick which columns appear and what order they sit in. Your layout is saved just for you on each list, so it’s exactly as you left it next time.
1

Open the column picker

Click Columns in the table toolbar. A small “N hidden” badge shows how many columns are currently tucked away.
2

Show or hide columns

Tick a column to show it, or untick to hide it. Search by name if the list is long. A few essential columns are locked and always stay visible.
3

Reorder columns

Use the up and down controls to move a column earlier or later in the table.
You’ll know it worked when the table redraws with your chosen columns — and it stays that way each time you come back.
Changed your mind? Click Reset in the column picker to snap everything back to the default layout.
Column choices are saved per person, per list. Your teammates keep their own layouts, and hiding a column never deletes any data.

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Uploading new receipts

From the Expenses page, you can upload new documents directly:
  • Drag and drop PDFs or images onto the upload zone
  • Click the upload zone to open the file picker
  • On mobile, use the camera button in the bottom dock
See Uploading Documents for full details on supported formats and processing.
Catch bills the moment you see them online. The free eggz Tab Manager Chrome extension can capture a bill or invoice from any page and send it straight here, on the same credits and pipeline as the upload zone.