> ## Documentation Index
> Fetch the complete documentation index at: https://eggz.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Expenses, Receipts, and Bills
> Manage business expenses in eggz by reviewing uploaded receipts, reconciling Xero-synced bills, and tracking payment status in one place.
## 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.
## Receipts tab
### 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](/help/guides/receipt-dates))
* **Category**: AI-assigned expense category
### 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](/help/guides/receipts-and-bills#the-process-panel).
* View the original document (PDF viewer or image) — on a phone, behind a **View document** tab. See [Viewing on your phone](/help/guides/invoices-and-quotes#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](/help/guides/invoices-and-quotes#activity) timeline of what's happened to it
* Download the original file
* [Publish to Xero](#publish-a-receipt-to-xero) (as a bill or Spend Money)
* Delete the receipt
### 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](/help/guides/editing-amounts) for the full walkthrough.
### Receipt lifecycle
| Stage | Status | What happens |
| --------- | --------- | -------------------------------------- |
| Uploaded | Pending | File stored, AI processing queued |
| Processed | Processed | Data extracted, ready for review |
| Submitted | Submitted | Sent for approval (if applicable) |
| Approved | Approved | Approved for payment |
| Published | Published | Created in Xero as Bill or Spend Money |
## 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.
### 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](/help/guides/xero-sync).
* 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**.
### Bill or Spend Money?
What eggz creates in Xero depends on the receipt's payment status:
| Receipt is | Creates in Xero | Extra input needed |
| ---------- | --------------------------------------------- | ------------------------------------------------ |
| **Unpaid** | A **bill** (ACCPAY) you can pay later in Xero | None |
| **Paid** | A **Spend Money** bank transaction | The **bank account** it was paid from — required |
The card tells you upfront which one this receipt will become.
### Review, approve, publish
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.
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](/help/guides/uploading-documents#troubleshooting).
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.
Click **Publish to Xero** in the dialog. This is the moment eggz writes to Xero — nothing happens without this explicit approval.
### 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](/help/guides/receipts-and-bills).
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.
## Bills tab
### 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](/help/guides/ai-bill-capture).
* **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](/help/guides/receipts-and-bills#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.
### 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)
### 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](/help/guides/invoices-and-quotes#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](/help/guides/receipts-and-bills)
* An [Activity](/help/guides/invoices-and-quotes#activity) timeline of what's happened to the bill
On a phone, the same [Details / View document layout](/help/guides/invoices-and-quotes#viewing-on-your-phone) applies here too.
## 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.
Click **Columns** in the table toolbar. A small **"N hidden"** badge shows how many columns are currently tucked away.
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.
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.
## 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](/help/guides/uploading-documents) for full details on supported formats and processing.
Catch bills the moment you see them online. The free **[eggz Tab Manager](https://chromewebstore.google.com/detail/unscrambled-tabs/gfjdjhpcemmakhoaggnihfcohkmfcfcc)** Chrome extension can [capture a bill or invoice from any page](/help/unscrambled-tabs/capture-bills) and send it straight here, on the same credits and pipeline as the upload zone.