What is the Expense Details Autofill Feature?
The Expense Details Autofill feature uses AI to pre-fill fields when a PDF receipt or invoice is uploaded while creating an expense in Productive.
This feature saves time by automatically extracting and filling in key expense details, reducing the need for manual input and minimizing potential errors in data entry.
What AI Fills
When you upload a PDF document, Productive AI identifies and fills out fields, including:
Date
Quantity
Currency
Total cost
Description
Tax rate
The pre-filled fields are highlighted in blue for easy review, so you can quickly verify and adjust any details if needed.
Enabling AI Features
To use Productive’s AI capabilities, they must first be activated in your organization’s settings.
Once activated, the AI-powered autofill for expense details will be available to all users in your organization.
Using the Expense Details Autofill Feature
Upload a PDF
Begin by navigating to the expense creation section in Productive. Select the “Upload to Autofill” option to upload your invoice or receipt.
AI-Filled Fields
After uploading, Productive AI scans and auto-populates the above-listed fields, which are highlighted in blue to indicate AI-filled data.
You can then quickly review these fields and make adjustments if necessary.
How Tax Rates are Applied
Productive AI can recognize the tax rate from the uploaded document and add it to the expense form.
If the detected tax rate exists in Productive for the subsidiary linked to the selected budget, it’s automatically selected.
From a budget
When you create an expense directly from a budget, you can upload a document right away.
Productive already knows which subsidiary the budget belongs to, so it can match the correct tax rates automatically.
From outside a budget
When creating an expense outside a budget (for example, from Financials > Expenses), select the Service (Budget) first before uploading your document.
This lets Productive determine which subsidiary applies and which tax rates are valid.
If no budget or service is selected, the Upload to Autofill button will be disabled — Productive needs that connection to match tax rates correctly.
Multiple services
If more than one service is available for expenses, select a service before uploading the file. The service determines which budgets (and their tax rates) can be used.
Error Handling
If Productive AI encounters an issue extracting data (e.g., if the document format is unsupported), an error message will appear, explaining that certain information could not be extracted.
This ensures you are informed and can manually input any remaining details.
Explore this article to identify potential errors and learn how to resolve them.
Supported File Types
For a list of compatible file types and document formats, refer to the linked article here.
Key Considerations
Verification
Always double-check AI-generated expenses to ensure accuracy.Data Privacy
Productive AI prioritizes data security and does not use customer data to train machine learning models, ensuring complete confidentiality.