# How do I record an expense from a receipt?

> Upload or photograph a project's receipts; they are read, you check them and save them as the project's expenses.

Last updated: 2026-10-14

A **receipt** becomes a project expense without any typing: we read it, you check the values and decide what is saved. Nothing is saved by itself.

### How do I upload receipts?

In the project, on the **Expenses** tab, press **From a receipt**. Choose up to ten files or **Take a photo**. The button appears when the office has active access and AI reading is available.

### How are they read, and what does it cost?

The reading button tells you how many files will be read and how many credits that costs — **before** you press it. Reading happens in the background; you get a notification when it is done.

| What you upload | How it is read | Charge |
| --- | --- | --- |
| A receipt with the Greek tax authority's (AADE) QR code — offices in Greece | from the QR code's verification page | none |
| A PDF with text in it | from its text | credits |
| A photo or a scanned PDF | from its image | more credits |
| A file the office has read before | the earlier reading is copied | none |

PDF, JPG and PNG are accepted; a HEIC photo is not accepted — save it as a JPEG first. A card number on the receipt is not kept — only its last four digits.

### How do I check and save them?

Every value says where it came from (the document, the QR code, an estimate). Anything not confirmed comes unticked, and you always choose the **Expense type** yourself. **Already paid** is ticked — a receipt has usually been paid. Press **Save the expense**, or **Save all checked**. If the same receipt has already been entered on a project, the card says so and asks you to confirm.

### Who can do it?

Anyone who manages project expenses — in your office:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Manage a project's expenses | ✓yes | ✓yes | ✓yes | —no | —no | ✓yes | —no |

Reading cards are personal: each person sees the ones they uploaded.

This records the project's cost; it does not replace your accounting books. Ergothiki sends nothing to myDATA or to the Greek tax authority (AADE).