---
title: "Receipts and invoices"
description: "Instead of typing receipt data by hand, you can upload a photo or PDF. Bulido pulls out the amount, date, store, and line items for you."
locale: en
category: projects
slug: expense-documents
updatedAt: 2026-05-06
---
# Receipts and invoices

Typing expenses by hand (amount, date, store) eats a minute per purchase. In Bulido you can skip that: upload a photo of the receipt or a PDF invoice, Bulido extracts the fields, and you get a pre-filled expense form. You just check it and accept.

## Adding a document

In the project, go to **Settlements → Materials** and click **Add receipt/invoice**. In the dialog:

- Drag a file in or click the dropzone to pick one from disk.
- Supported formats: **JPG**, **PNG**, **WEBP**, **PDF**.
- One document per dialog.

After upload, Bulido kicks off the analysis right away — no extra click.

## Document statuses

A document moves through a few states:

- **Uploaded**: file is in, waiting for analysis to start.
- **Processing**: Bulido is reading the contents.
- **Needs review**: analysis done, fields filled in, waiting for your sign-off.
- **Accepted**: you confirmed the data; the document is now an expense.
- **Failed**: analysis didn't work. You can retry or fill it in by hand.

## Reviewing and accepting

When the analysis finishes, click **Review** on the document. The **Review expense document** dialog opens with the fields Bulido extracted:

- **Amount**, **date**, **title**, **store**: pre-filled. Check them and fix anything that's off.
- **Document line items**: if the document has a breakdown (e.g. an itemised invoice), Bulido extracts those too. You can add more by hand or correct the existing ones.
- The **Accept and create expense** button saves the expense to the project. From that moment it's visible in the *Materials expenses* section and counts toward the materials balance.
- **Save draft** keeps your changes without accepting — you can come back to it later.

## Other actions

Each document has a few more options:

- **Open file**: download the original (photo or PDF) to view it at full resolution.
- **Retry analysis**: runs the extraction again, in case the first try got something wrong or failed.
- **Delete file**: removes a draft document (before acceptance). After acceptance, you delete the linked expense instead.

## Why this matters

Less typing means fewer forgotten receipts. A lot of on-site purchases happen in a hurry, and it's easier to snap a photo than to open the app, find the form, and copy the data off paper. After a busy week you come back to the project, review all the drafts at once, accept them, and you have full cost visibility without anything missed.

## What's next

- [Log materials expenses and project costs](/helpcenter/projects/project-expenses)
- [Record client payments](/helpcenter/projects/client-payments)