How to book expenses and receipts with AI Actions

This guide shows you how to book and change expenses in PSOhub, and attach receipts, by asking your AI assistant, Claude or ChatGPT. Share a photo or PDF of a receipt (also called a bill or expense claim) and the assistant reads the date, total, VAT and description for you.

New to AI Actions? Start with AI Actions: create and update PSOhub data with your AI assistant. It explains how the preview and your approval work.

Before you start

Your AI assistant, Claude or ChatGPT, is connected to PSOhub. See Connecting your AI assistant to PSOhub.
Your account has access to AI Actions, a paid feature.
You are an active member of the project, and the project has an expense or product line.

Big jobs in one request

These requests replace typing in every receipt by hand.

You say	What happens
"Here are 12 receipts from the Munich trip. Book them on the Acme project."	The assistant reads each receipt and books twelve expenses, each with date, total including VAT, VAT %, description and category. After saving, the receipts are attached.
"Book this restaurant bill: food is 9% VAT and drinks 21%."	Two expenses, one per VAT rate, with the same receipt attached to both.
"Here's my expense report in Excel for October. Book it."	The assistant first shows how it reads the columns, with three example rows. After your yes, it books the expenses in parts of up to 50, each with its own preview.
"Book this hotel receipt. I don't remember which project."	PSOhub suggests projects based on what you did that day, for example where you booked 6 hours. The assistant asks you to choose, and never picks one itself.
"Book 3 licences on the Software line of Website relaunch."	An entry on the product line with quantity 3. The amount follows from the price per unit.

Quick everyday changes

Small updates you would otherwise open the expense screen for:

You say	What happens
"Book this taxi receipt on Website relaunch."	One expense with the values from the receipt, and the receipt attached.
"Book €45 parking on Website relaunch for yesterday."	One expense of €45 including VAT, on the expense line of that project.
"Change the amount of yesterday's parking expense to €52."	The expense is found by date, project and description, and the amount changes.
"Add this receipt to my train expense from Monday."	The receipt is attached to the existing expense.
"Set the category of the hotel expense to Lodging."	The category changes.

How to book an expense

Share the receipt or describe the expense. A photo or PDF of the receipt is enough. Mention the project if you know it.
Answer its questions. If something on the receipt is unreadable, or the project has more than one expense line, the assistant asks.
Check the preview. Look at the project, amount, VAT and date. Values read from the receipt are marked as coming from the document.
Approve. Say yes, or click the approve button if your assistant shows one. Up to 10 expenses are saved straight away; more are saved in the background.
Let the receipts be attached. After saving, the assistant attaches the receipts. If it can't do that itself, it gives you a link per expense to add the file. The link works for 30 minutes.

What you can set

Setting	Details
Date	The date on the receipt.
Project and line	A project where you are an active team member, on an expense or product line. With more lines, the assistant asks which.
Amount	Including VAT, more than 0, in the project currency. On a product line you give a quantity instead.
VAT %	As on the receipt. Default: the VAT % of the contract line. One rate per expense.
Description	The shop and what was bought, up to 500 characters.
Category	One of your organisation's categories, such as Travel, Lodging or Meals. The assistant suggests one when the receipt makes it clear.
Receipts	Photos (jpg, png, webp, heic) or PDF, up to 10 per expense and 5 MB each.
Person	Yourself by default. A colleague only if PSOhub allows you to book for them.
Custom fields	The custom fields your organisation has on expenses.

Note: the amount must be in the project's currency. PSOhub has no exchange rate for expenses, so a receipt in another currency is refused. Use the amount from your bank or credit card statement instead.

Note: the assistant never picks a project for you. A wrong project takes the expense off the wrong budget and puts it on the wrong customer's invoice.

Verify it worked

After saving, the assistant tells you which expenses were booked or changed, for whom and on which projects, and which receipts are attached.
Open the expenses in PSOhub to see the entries and receipts.
Changes made through AI are marked via AI in the activity feed.

Who can do what

Role	Expenses
Team member	Your own expenses, on projects you are a member of
Project manager, backup project manager	Your own expenses, and expenses of others on your projects
Controller, administrator	Your own expenses and those of colleagues

What is not possible

These are done in PSOhub itself:

Deleting an expense or a receipt.
Negative amounts, such as refunds or corrections.
Converting currencies. Enter the amount in the project's currency.
Changing an expense that is invoiced or on a project that isn't active. Those also can't get a new receipt.
Changing the person or project of a saved expense.

Common issues

The receipt isn't attached yet. The assistant couldn't upload it itself. Open the link it gave you and choose the file. The link works for 30 minutes; if it has expired, ask the assistant for a new one.
The currency is refused. The receipt is in a different currency than the project. Use the amount in the project's currency from your bank or credit card statement.
The preview says "Looks like a duplicate". There is already an expense with the same day, line and amount, often the same receipt twice. Leave it out unless you are sure.
A project isn't offered. You are not an active member, or the project has no expense or product line. Ask the project manager.
An expense can't be changed. It is invoiced, its project isn't active, or it belongs to someone else. Ask your project manager or an administrator.
One receipt has two VAT rates. PSOhub uses one rate per expense. The assistant suggests one expense per rate, with the same receipt on both.

Frequently asked questions

Do I have to type the amounts myself?

No. The assistant reads the date, total including VAT, VAT % and shop from the receipt. If something is unreadable, it asks instead of guessing.

Can I book a receipt in dollars on a euro project?

No. PSOhub has no exchange rate for expenses. Enter the amount in euros, for example from your credit card statement.

Why does the assistant give me a link for the receipt?

Sometimes the assistant can't send files to PSOhub itself, for example on a phone. Then it gives you a link per expense where you add the file yourself.