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When you open Receipts the first time and it therefore does not contain any files, a dialog prompts you to import receipts.
Receipts supports several ways to import a document.
On the one hand you can easily drag and drop one or more documents in form of images, PDFs, Apple Mail, websites or folders on the open window of the app or on the program icon in the dock. On the other hand you can select "Import" from the main menu of the app.
Other formats can be imported by selecting "Save PDF to Receipts“ in the print dialog. If a scanner is connected, the item "Import
Receipts transforms different formats into searchable PDFs, and saves them locally on your computer.
Upon request Receipts searches at every start already imported folders on new receipts, and then imports them automatically. Select the "Watched Folders“ accordingly in "Settings" (⌘,). Without opening Receipts you can do your filing as usual.
Confirmation of documents
After the import is finished, the new records are shown hatched in the dialog box "Confirm". The smart data recognition automatically reads out the invoice amount, the VAT and the slip date and recognizes the currency. Due to the importance for further use this information should be reviewed briefly and corrected in the window, if necessary.
Furthermore the provider must be entered manually. The provider's name can directly be typed in the field labeled with "Provider" or the name is marked in the PDF and added by selecting "Add marking as a provider" with the right mouse key. Any further files of the same provider will be automatically recognized by Receipts.
You can also assign an individual category to the records by typing it in the field labeled with "Category". The category is always related to the recorded provider. Once entered categories are displayed in a drop-down menu and can be chosen for other providers.
Further down in the dialog searchable notes can be added to the record by simply typing. In addition you can mark anything in the related PDF and then use the right mouse key "Add marking as a note“ in order to create a note.
Amounts that are not in the standard currency, will automatically be converted based on the daily exchange rate of the issue date. The invoice amount also can be modified at this stage or any later manually. Thus all amounts are always listed in the standard currency and give an actual overview of the expenditure.
After clicking on the "Confirm and next" button the record is saved and is no longer displayed hatched.
Integrations in other apps
To invoice for example expenses in Receipts first copy selected items from receipts by "Edit > Copy" (⌘C).
In GrandTotal then insert the items as positions to an invoice by pasting via "Edit > Insert Edit" (⌘V). Provider info and notes are used as position descriptions.
Charts are always shown on the dashboard, if more than one or no document was selected. The data of marked or all records is evaluated as follows:
- Number of records as well as total sum of amounts, start and end date.
- Total sum of amounts as
- bar graph on monthly or yearly basis depending on what makes sense for the period
- pie chart over categories
- pie chart over providers.
- For both segments are arranged by size in descending order, and if appropriate, the last segment is the sum of the remaining smaller items.
If there are not enough values available, individual charts are hidden.
Reports and export function
Records can be printed in tabular form or saved as a PDF. The document to be printed can be given a title, a summary line can be added, and the column can be named and arranged individually.
Records and files can be exported via the export function as both as a zip file and as a file folder. In addition the original receipts can be enriched with the recorded data, such as date and amount.