Dashboard and Invoice Review
The Dashboard is xpens's main screen: it lists the active client's invoices, lets you add new ones, and gives access to the detailed review window for each invoice.
This guide covers two parts: the dashboard overview and its filtering tools, then the invoice review window — the screen where an invoice added by a user is checked, completed, and routed through the approval flow.
Dashboard Overview
At the top of the screen is the search bar for looking up an invoice by number, along with an advanced search link. The greeting shows the user's name, the active client, and their role.
Email Ingestion Addresses
Three email addresses let you add documents to xpens simply by sending or forwarding them by email:
| Address | Purpose |
|---|---|
| I: (Invoices) | Invoice ingestion. |
| C: (C-Card) | Ingestion of credit-card transactions or receipts (C-Card). |
| E: (Expenses) | Ingestion of expense reports. |
Chart and Counters
The chart shows the monthly volume of processed invoices for the current year. To its left, the counter shows the total number of invoices and how many are currently being processed.
Adding an Invoice
| Button | Description |
|---|---|
| Add an invoice | Manually uploads a new invoice for processing. |
| Add a credit-card invoice | Manually uploads a credit-card transaction or receipt (C-Card). |
Filtering and Managing the Invoice List
The Display menu, in the left sidebar, filters the invoice list by status. The number in parentheses shows how many invoices are currently in each status.
| Status | Description |
|---|---|
| All | All of the client's invoices, with no status filter. |
| Wake-up | Invoice received, waiting for automated processing to start. |
| AI is working | Automated processing is currently running on the invoice. |
| AI needs a human | Automated processing requires manual intervention. |
| Completed by AI | Automated processing finished successfully. |
| Needs approval | The invoice is awaiting an approval decision. |
| Approval denied | The approval request was denied. |
| Approved | The invoice has been approved. |
| Validated | The invoice passed compliance validation. |
| Finalized | Processing of the invoice is complete. |
| Invalid | The invoice has an error that prevents validation. |
| Deleted | The invoice has been deleted. |
List Options
| Element | Type | Description |
|---|---|---|
| Show completed invoices | Checkbox | Includes or excludes already-completed invoices from the displayed list. |
| Reset Filters | Button | Clears all active filters on the list's columns. |
| Finalize | Button | Finalizes the selected invoices. |
| Transfer | Button | Transfers the selected invoices. |
| Delete | Button | Deletes the selected invoices. |
| Gear icon | Action | Customizes which columns are shown in the list. |
The table's columns include: Creation Date, Modification Date, Supplier No., Supplier Name, Invoice Number, Status, Billing Date, Grand Total, User Name, Currency, Type, and Approver. Columns marked with a filter icon let you narrow the list to a specific value.
Reviewing an Invoice
Clicking an invoice in the list opens the review window, split into two panes: the document preview on the left, and the extracted data on the right.
| Element | Description |
|---|---|
| Invoice tab | Shows the preview of the original document as received. |
| Redacted tab | Shows the redacted version of the document, once generated. Stays blank if no redaction has been produced yet. |
| Data tab | Shows the invoice's extracted, editable fields (default pane). |
| History tab | Shows the change log for the invoice: date, action type, responsible person, and notes. |
| < > Arrows | Navigate to the previous or next invoice in the list without closing the window. |
| X | Closes the review window. |
General Invoice Information
At the top of the Data tab are the invoice's general fields.
| Field | Description |
|---|---|
| Status | The invoice's current status in the processing flow (see the status list above). |
| Supplier name | Name of the supplier associated with the invoice. |
| Supplier no. | The supplier's internal code. |
| Purchase and payment | Checkbox. Treats the invoice as prepaid, factored into the C-Card processing flow. |
| Billing date | Date shown on the invoice. Required field. |
| Invoice number | Invoice number as shown by the supplier. |
| Currency | The invoice's currency. |
| Total | Subtotal before taxes, calculated from the detail lines. |
| Grand total | Total invoice amount, taxes included. |
| Unit | Unit or office the invoice is associated with. |
Cost Details and GL Details
These two tables break the invoice down line by line: Cost Details reflects the supplier's own billing structure (matter, type, tax), while GL Details reflects the accounting breakdown (GL segments).
| Column | Description |
|---|---|
| Description | Label for the detail line. |
| Office | Office associated with this line. |
| Transaction Date / Matter | Transaction date or associated matter number (Cost Details only). |
| GL Natural | Natural GL segment code associated with this line (GL Details only). |
| Type | Code automatically inferred at extraction, editable to recalculate the line's taxes. |
| Tax | Tax code inferred at extraction (for example T_I or N_I), editable to recalculate the line's taxes. |
| Amount | Amount for the detail line. |
| Approval (✓) | Tracks line-by-line approval progress, when detail-level approval is enabled for this role. |
Line Icons
| Icon | Description |
|---|---|
| ✓ (green check) | Tracks approval progress when detail-level approval is selected. |
| ⊠ (red) | Deletes the detail line. |
| Crossed-out eye | Shows or hides an image associated with this line, used for redaction or for reviewing an expense report. |
| ... (menu) | Gives access to additional fields, defined per client's needs. |
The + button adds a new detail line. The Request approval and Delete buttons apply to the selected lines.
Tax Details and Comments
| Field | Description |
|---|---|
| Tax 1 / Tax 2 | Tax amounts calculated from the detail lines. |
| Grand total | Total invoice amount, taxes included. |
| Comments | Free-text area for notes about the invoice. |
Processing Actions
| Button | Description |
|---|---|
| Restart processing | Restarts full processing of the invoice: resets the form data, re-runs character recognition (ICR), and re-runs rule application. |
| Restart rule application | Re-applies rules against the invoice's current data, without re-running ICR or resetting the form. Useful when a rule was enabled after the invoice was first processed. |
| Redact | Automates capturing the invoice header combined with a capture of the detail line, to produce a redacted image per line. |
| Validate | Moves the invoice to the next step, checking for compliance errors: total matching the detail lines, no missing information, no duplicates. |
| Return to approver | Sends the invoice back to the approver to request further changes, when something remains problematic after approval. |
| Approvals | Shows the approvers automatically added by a workflow rule, and lets you add to or edit the approver list before sending the invoice for approval. |