> ## Documentation Index
> Fetch the complete documentation index at: https://help.notis.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Expenses

> Extract all information from receipt photos and categorize them into clear expense summaries in Notion. Submit expenses to clients with a single message.

## Quick start: speak these

> *This expense is for Acme Corp – Product Launch Offsite.*

> *Mark this as billable.*

> *Draft an email to submit this expense to the client.*

Notis reads receipts, extracts details, and helps you submit expenses.

## Expense management workflow

### 1. Snap a photo

Send a photo of your receipt to Notis:

> *📸 Send receipt photo*

Notis extracts:

* Merchant: **La Marina Restaurant**

* Date: **24 Nov 2025**

* Amount: **€86.40**

* Payment method: **Visa •••• 1234**

### 2. Add context

Specify the client and project:

> *This is for Acme Corp – Product Launch Offsite.*

> *Mark this as billable.*

> *Category is Meals & Entertainment.*

Notis will update the expense with:

* Client association

* Project linkage

* Category classification

* Billable status

### 3. Submit expenses

Once your expense is categorized, you can submit it:

> *Draft an email to submit this expense to the client.*

> *Send the expense report to *[*accounts-payable@acmecorp.com*](mailto:accounts-payable@acmecorp.com)*.*

Notis will:

* Draft a professional email

* Attach the original receipt

* Save it to your Gmail drafts for review

## Set up your Expenses tracker

The Notis Second Brain already contains an [**Expenses**](/get-started/notion) database set up for you.

<Warning>
  If you choose to use an accounting tool such as QuickBooks or Xero, make sure to delete the bug tracker database in the Notis Second Brain template to avoid any conflicts.
</Warning>

## Recommended Integrations

| Integration               | What it enables                                      | Examples         |
| ------------------------- | ---------------------------------------------------- | ---------------- |
| **Expense Database**      | Store and categorize expenses                        | Notion           |
| **Email**                 | Submit expenses to clients                           | Gmail, Outlook   |
| **Accounting** (optional) | Push reconciled expenses into your accounting system | QuickBooks, Xero |

## Automations

### Weekly “expenses to review” digest (Schedule)

Set this up if you want a weekly cleanup pass on uncategorized or incomplete expenses.

**Trigger:** Schedule → Every Friday at 5pm

1. In the Notis portal, go to **Automations**.

2. Create a new **Scheduled automation**.

3. Set the schedule to **Friday at 5pm**.

4. Paste the instruction below:

```
You are running a weekly expense review.

Goal:
Identify expenses that need user attention and produce a concise digest.

Steps:
1) Find all Expenses created in the last 14 days.
2) Filter to entries with missing or suspicious data, such as:
- Missing Category
- Missing Merchant
- Missing Date
- Missing Amount
- Missing Receipt attachment
- Marked Billable but missing Client/Project
3) Produce a digest grouped by problem type.
4) For each item, include: Merchant (or “Unknown”), Amount (or “Unknown”), Date (or “Unknown”), and a Notion link.

Output format:
### Weekly expense review
#### Missing receipt
- ...

#### Missing category
- ...

#### Billable but missing client/project
- ...

Finish with:
### Suggested next actions
- 3–7 bullets max
```

## Pro tips

* **Batch receipts**: Send multiple receipts in one session, categorize at the end.

* **Default projects**: Tell Notis your current project to auto-assign.

* **Currency handling**: Notis detects currency from the receipt automatically.

* **Keep originals**: Notis saves the receipt image to the Notion entry.