Expenses & Receipt Scanning

Expenses let you record the costs of running your rentals — cleaning, supplies, maintenance, platform and payment fees, and anything else you spend. Recorded expenses flow straight into your Financials report, where they're subtracted from revenue to show your true net result.

You can add expenses two ways: scan a receipt (fastest — we read it for you) or enter one by hand. Find them under Expenses in the sidebar.

Availability

Expenses are part of the Pro plan. If you don't see Expenses in your sidebar, it isn't included on your current plan — or, if you were just upgraded, sign out and back in so your menu refreshes.

Scanning receipts

The fastest way to capture costs is to photograph the receipt. hejGuide reads it with AI and pre-fills the details for you.

1. Open Expenses and choose Scan receipt (on your phone this is the quickest — the app is built to be a pocket receipt scanner).
2. Take a photo of the receipt or invoice, or pick images from your library. You can select several at once — up to 10 per batch.
3. Each photo is uploaded and read in turn — you'll see "Processing receipt 1 of 3…" while it works.
4. Every receipt is saved as a separate draft expense with the photo attached.

When the batch finishes you can Scan another to keep going, or Finish to review what you captured.

One receipt per photo

Each photo becomes its own expense — so five receipts scanned together become five separate drafts, each with its own vendor, date, amount and attached image. Don't combine unrelated receipts into one shot; scan them individually so every cost lands on its own line.

What the scan reads

The AI pulls out the vendor, date and amounts and fills them in for you. It's a head start, not the final word — you always confirm the details yourself in the next step, with the original receipt image right there to check against.

Reviewing and approving

A scanned receipt is a draft until you approve it. Drafts carry a Draft badge in the list and don't count in your reports yet — this is the safety step that keeps your figures clean.

To finish a draft:

1. Open the draft from the Expenses list.
2. The receipt image is shown alongside the fields — check the vendor, date, amount and category against the photo, and correct anything the scan got wrong.
3. Click Approve. From that moment the expense counts towards your Financials.

Why the review step is always there

Because the original receipt is shown next to the fields, you can verify every figure at a glance. Nothing is posted to your reports on your behalf — an expense only affects your numbers once you've seen it and approved it.

Entering an expense by hand

Not everything comes with a receipt. To add one manually, create a new expense and fill in the vendor, date, amount and category yourself. You can still attach a receipt or invoice afterwards if you have one. Manually entered expenses count straight away — there's no draft step.

Scan limits

Receipt scanning uses AI, so there's a monthly limit on the number of scans. If you hit it, the receipt is still saved — it's just added without the automatic read, and you enter the details by hand. The limit resets each month.

How expenses show up in reports

• Financials → Profit & loss — approved expenses are subtracted from net revenue as a cost line, lowering your net operating income.
• Reports → Expenses — a breakdown of what you've spent, by category and period.

Only approved expenses appear in these figures. Drafts are held aside until you confirm them.

Related

• Financials Report — where expenses hit your bottom line
• Reports Overview — all reporting tabs
• Payments Overview — taking payments from guests