Convert a Smart Capture file into a bill

This article explains how to convert a file from the Smart Capture tab in your Files area, into a bill.

You can also convert a Smart Capture file into an out-of-pocket expense or use the FreeAgent mobile app to convert a file into a bill or attach an image file to a bill.

Navigate to the relevant file in the Files area

Navigate to the drop-down menu at the top-right of the screen and select 'Files & Smart Capture’.

This will bring up a list of all your files. Files which have had the date and amount extracted will be added to the Smart Capture tab and have a lightning bolt icon next to it.

If you would like to edit the name of the file before you convert it to a bill, select the three dots to the right of the total value and select ‘Edit name & privacy’.

Once you’ve made the relevant changes, select ‘Save changes’.

Convert the file to a bill

Select the three dots to the right of the total value and select ‘Create bill’.

A new bill will be created with the file as an attachment.

The Bill date and total value will be automatically added into the relevant fields and highlighted in blue. Initially, the cost category may need to be entered manually. As more files are converted into bills overtime, Smart Capture will start to learn and suggest a cost category. 

Please note that if some of the data was unable to be extracted, the relevant fields will not be automatically populated and you’ll need to manually enter the details.

Next, complete any additional relevant fields for the bill.

A suggested Due On date will be automatically populated, which will be 30 days from the Bill Date. If different payment terms have been agreed with a supplier, you can select a different Due On date to match these payment terms.

Review the details and select ‘Save and review’ at the bottom of the screen to complete the process.

Once you’ve created the bill, find out how to edit a bill.