A receipt is proof of a purchase
When you capture a receipt, eggz treats it as evidence that a purchase happened. It then works out what that receipt should become in your reports, automatically. There are two outcomes:- It becomes proof of payment on an existing bill. If the same purchase is already in eggz as a bill from that supplier, the receipt is kept on that bill as proof you paid it. Nothing is counted twice, because the bill already carries the amount.
- It becomes an expense. If there’s no matching bill, the receipt becomes an expense in your reports.
How eggz decides
eggz looks for a bill from the same supplier, for the same amount, around the same date. If it finds a single clear match, the receipt becomes proof of payment on that bill. If there’s no match, or more than one possible match, the receipt becomes an expense instead, so an ambiguous guess never gets it wrong.This prevents the most common double-count: capturing a receipt for a purchase that also arrives as a bill from your supplier. eggz routes each purchase to a single place in your reports.
Two documents, one purchase
The same purchase often reaches eggz twice: a supplier emails you an invoice, and later you photograph the payment receipt. Or the invoice arrives by email-in while you upload the receipt by hand. To eggz these are not two expenses. They are two documents for the same purchase, and eggz combines them so the purchase is counted once. A combined pair shows as one purchase. One document is the Main record (usually the invoice) and carries the amount; the other is kept alongside it as evidence. Both files stay openable, and you can undo the combination at any time with Separate.When eggz is sure
If two documents clearly describe the same purchase, eggz combines them for you. On the main document’s page you’ll see a Same purchase card saying “Combined — counted once. Both files are kept and open below.”, with a Separate button right there if eggz got it wrong.When eggz asks first
When the match is likely but not certain, eggz proposes instead of deciding. A “Looks like the same purchase” card shows both documents side by side, with a plain line explaining what they share, such as Same supplier · same amount · same date. You choose:- Yes, same purchase combines them. A toast confirms “Combined — counted once.”
- No, keep separate leaves them as two records. That answer is remembered, so the suggestion doesn’t come back.
Proof of payment arrived
There’s one special case. When a receipt matches an invoice that’s still marked unpaid, the card is headed “Proof of payment arrived” and explains: “Looks like proof you paid {supplier}. Combining keeps both files, marks the invoice paid, and counts it once.” The button reads Yes, attach proof of payment, and answering yes does exactly what the card promises, including marking the invoice paid. The toast confirms “Combined — marked paid.”Combining by hand
You can also combine two documents yourself. On any receipt, open the More actions menu (⋯) and choose Combine with another document…. The Same purchase? dialog lets you pick the other document; eggz combines them and counts the purchase once. You can separate them again anytime. (Combining is an admin action, so the menu item only appears for admins.)Separating
Combined the wrong pair? On the supporting document, click Separate. A short confirmation (“Separate this document?”) explains that it becomes its own record again, no longer combined with the main document. Nothing is deleted; the two documents simply go back to standing on their own.The Process panel
You’re always in control. Open any receipt and the right-hand Process panel shows exactly where it sits, while the top of the page offers the one next step for stages that have one — one state, one action, no hunting through menus. (An Expense-stage receipt has no top button; it publishes from the Publish to Xero card below.)The stage badge
The Process panel names the receipt’s stage and explains it in a line:The one next step
The button at the top of the page matches the stage:- Needs a decision → Resolve. Opens a short menu: Attach as proof of payment… or Create expense.
- Needs review (no date) → Add a date. Jumps to the date fix on the same page — see Receipts without a date.
- Proof of payment / Published to Xero → View bill. Opens the bill the receipt pays.
- Expense → no top button — publishing is its own Publish to Xero step further down the page, so it never competes for the same slot. The panel simply says “Publish it to Xero below when you’re ready.”
Attaching proof of payment to a bill
Choosing Attach as proof of payment… opens a dialog headed Proof of payment for a bill?. Pick the bill this receipt pays: search by merchant or reference, and any bill whose total matches the receipt is flagged Matches amount and floated to the top, so the likely one is right there. Pick it and a toast confirms “Attached as proof of payment — counted once.”Attaching never counts the money twice. The bill carries the amount, and the receipt rides along as evidence.
Checking the figures — GST first
The panel lays out what to check against the document image, with GST broken out for Australian substantiation:- Total (incl. GST) · GST · Subtotal (excl. GST) when the receipt carries tax — or a single Amount when it doesn’t.
- The Supplier, linked through to its account when eggz has matched one (otherwise the merchant name with a “Not linked to a supplier” note).
- The Date, marked “From bank transaction” when it was set from a bank match.
Separating from a bill
Changed your mind? On a proof-of-payment receipt, open the More actions menu (⋯) and choose Separate from bill. The receipt returns to Needs a decision rather than quietly becoming a fresh expense, so you make the call again. Delete receipt lives in the same menu.You always have the final say
eggz classifies every document for you, but its classification is a starting point, not a verdict. The Change how this is recorded section of the receipt page lets you override it, and eggz never blocks an override. Where a change has a real accounting consequence, an orange advisory note explains it first; you can still proceed.This is actually a bill
Sometimes what eggz recorded as an expense is really a bill: money you still owe, not money already spent. Click This is actually a bill and eggz records it as a payable, counted once. If a matching bill already exists, an orange note headed “This purchase may already be a bill” warns that a second bill would count the same purchase twice. If the document itself looks like proof the payment was made, a note headed “This looks like proof of payment” points out that turning it into an unpaid bill may misstate what’s outstanding. Either way the choice stays yours: Create the bill anyway or Keep as expense. Changed your mind afterwards? Click Undo — restore as its own expense and the receipt goes back to being an expense. If the bill you created has since had activity, such as a payment, eggz keeps the bill and tells you so.Paid or unpaid
Receipts default to paid, because a receipt is normally evidence that money already left your account. The receipt page shows which state it’s in (Marked as paid or Marked as unpaid) with a Mark paid / Mark unpaid button beside it, so a wrong guess takes one click to fix. An unpaid receipt shows up in your Outstanding view. Marking something unpaid when its own evidence says it was paid gets a heads-up first: an orange note headed “This looks like it’s already paid”. You can still choose Mark unpaid anyway, or back out with Keep as paid. Going the other way, from unpaid to paid, never needs a confirmation.These notes advise; they never block. eggz proposes, you decide.
The GST substantiation note
For Australian businesses, eggz checks something most bookkeeping tools skip: whether a document would actually hold up as a tax invoice if the ATO asked. To claim a GST credit on a purchase over A$82.50 (GST inclusive), the ATO requires a valid tax invoice showing details such as the supplier’s ABN and the GST amount. A card-machine docket or a bare payment confirmation often shows neither. The claim looks fine in your books today, and then fails at audit time because the paperwork behind it can’t substantiate it. So when a document over A82.50 but the document is missing an ABN or a GST breakdown, so it may not substantiate a GST credit at audit. Keeping a valid tax invoice protects your claim.”* The note is advisory only. It doesn’t block anything and there’s nothing to click, but it tells you now, while asking the supplier for a proper tax invoice is still easy. Purchases of A$82.50 or less never show it, because the ATO doesn’t require a tax invoice at that level.Publishing a receipt to Xero
When you publish a receipt to Xero, what eggz creates depends on its payment status:
Either way, eggz remembers the link between the receipt and what it created in Xero. So when that item syncs back on the next Xero sync, it’s recognised as the same purchase and never duplicated.