Convert a Smart Capture file into a bill

This article explains how to convert a file from the Smart Capture area into a bill.

You can also convert a 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 Smart Capture file

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

This will bring up a list of all your Smart Capture files. Files which have had the data extracted will be added to the Smart Capture area and have a lightning bolt icon next to it. Find out how to share a file to Smart Capture using the FreeAgent mobile app.

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 Smart Capture 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.

Smart Capture will attempt to extract key details from the bill.

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.

You can also email files directly to Smart Capture if you’ve activated Smart Capture Unlimited as an add-on. If you email a file directly to Smart Capture, you can convert the file into a bill by selecting ‘Create bill’.