Purchases & expenses
Receipts & expenses
Photograph your receipts and automatic reading extracts the merchant, amount, VAT and date.
The Expenses module centralises your purchase receipts. You upload a photo or PDF, and Axolot extracts the key information. If your company is not registered for VAT, only the amount paid is shown and recorded, and VAT on the merchant's receipt is not broken down in Axolot.
Axolot AI scan quota
The licence includes 30 Axolot AI receipt scans per calendar month. Beyond that, receipts are still saved but must be completed manually (manual entry is unlimited). The « Unlimited receipt scanning » plugin (CHF 7.90/month or CHF 79/year) lifts this limit.
From photo to expense
- Upload the receipt (photo or PDF) from Expenses.
- Automatic reading extracts the merchant, date, total amount, VAT and rate.
- Review and correct if needed, choose the expense category.
- Validate, then the receipt can be converted to a purchase invoice and recorded.
Receipt statuses
| Status | Meaning |
|---|---|
| Pending | Uploaded, queued for extraction. |
| Extracted | Data read automatically, to be verified. |
| Validated | Confirmed by you, ready to post. |
| Rejected | Discarded. |
- Expense categorisation (meals, transport, accommodation, supplies…).
- Paid / unpaid tracking.
- Manual entry possible if you have no digital receipt.
- Quick preview - the eye icon on each row opens a summary (amount paid, date, category and receipt, with VAT visible only if you are VAT-registered).
Extraction runs in the background, so you can keep working while your receipts are analysed.
Just enabled VAT registration or VAT shows 0.00 on an already imported receipt? Open the expense and use « Re-run extraction » to re-read the receipt with your current settings.
Axolot warns if the receipt is not from the current year, or if recorded VAT does not match the expected amount (receipt from the same year). Check these alerts before validating the expense.
Privacy & data sovereignty
Automatic reading uses Infomaniak's sovereign AI, hosted in Switzerland. Your receipts never leave Swiss territory and are never used to train models, a choice designed for nLPD/GDPR compliance.