Convert a Smart Capture file into a bill using the FreeAgent mobile app

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

Please note:

  • Only a file in the Smart Capture tab can be converted into a bill.
     
  • If you convert a file from the Smart Capture tab into a bill, FreeAgent’s Smart Capture functionality will attempt to automatically extract the date and amount and suggest a cost category.
     
  • When you convert a file from the Smart Capture tab into a bill, the file will be removed from the Files area and exist only on the bill.
     
  • Any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.

You can also convert a file into an out-of-pocket expense or attach an image file to a bill, out-of-pocket expense or bank transaction using the FreeAgent mobile app.

Navigate to the relevant file in the Files area

Tap the ‘☰’ (mobile app navigation menu) at the top-left of the FreeAgent mobile app and select ‘Files & Smart Capture’.

'Files and Smart Capture' highlighted on mobile navigation menu.

Select the ‘Smart Capture’ option.

'Smart Capture' highlighted on Files page.

The ‘Smart Capture’ page will contain files that have been automatically populated in part by suggestions extracted by FreeAgent’s Smart Capture functionality.

Select the relevant file from the list.

Example bill image file highlighted on list of image files.

Convert the file to a bill

Review the file, receipt date and the total value. Once you’re ready to proceed, select ‘Convert to a new bill’.

'Convert to a new bill' highlighted on capture page.

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 with data from the attachment, and you’ll need to manually enter the details. The date field will be automatically populated with ‘Today’, unless the data extracted from the attachment provides a different date.

New bill page showing extracted data with lightning bolt symbol next to it.

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.

Next, complete any additional relevant fields for the bill and select ‘Save’ in the top-right corner.

How can I view or edit the bill?

Once you’ve created the bill, you can view or update it on your device by tapping the ‘☰' (mobile app navigation menu) at the top-left of the FreeAgent mobile app and selecting 'Bills'.

'Bills' highlighted in mobile app navigation menu.

Select the new bill from the list provided.

Example bill highlighted on list of bills.

Edit any of the bill details as needed, then select ‘Save’ in the top-right corner.

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