After a document is scanned, the AI review takes a second look at it. It checks things like whether the lines add up to the total, how VAT is treated on each line and which Category each line is booked on. When something is clear, it fixes it. When it isn't, it suggests a change or asks you a question on the document.
The review follows the tax rules and accounting practice where your account is based. Its questions and suggestions are there to help keep your books correct. You know your business best: your own answers and edits always come first, and the review never overrides a field or a line you set yourself.
Where to change it
Go to Settings → Document scanning and find the AI review section. Admins, the account Owner and Accountants can change it. Supervisors, Members and Contributors don't see this settings page.
The setting applies to the whole account, so it covers documents from everyone on the account. Each linked account has its own.
The four modes
Each area has one of these modes:
- Off: the review skips this check.
- Auto-ask: the review fixes what's clear and asks when it isn't. This is the default.
- Always ask: the review suggests every change for you to accept, and changes nothing on its own.
- Always approve: the review never asks. It applies its best answer, which you can undo from the review card on the document.
The areas
- Categories: which Category each line is booked on, and questions about what was bought or what it was for.
- Tax: how VAT is treated on each line, refunds linked to their original, and whether prices include tax. You can set VAT treatment, Refunds and Tax included in prices one by one, or leave them on Same as group.
- Amounts: lines that don't add up to the total, and tax rows without a rate. You can set Line totals and Tax rates on lines one by one.
- Document details: the region a document is from, when the scan missed it.
Only Categories and VAT treatment can take all four modes. The other checks only fix things (and those fixes can be undone from the review card) or only ask, so they are either Off or Auto-ask. When their group is set to a mode they can't take, their row shows the mode they run in instead.
If none of your expenses are private
If you use SparkReceipt only for business, turn on All expenses on this account are business expenses under Categories. The review then never asks whether a purchase was private or for the business.
It still asks its other questions, such as who attended a meal and why, or what a tool is used for. Instead of asking whether a purchase was private, it decides the Category from what the expense shows, as it does on any other line: it keeps the Category, books a better one or suggests one for you to accept. With Categories on Always ask, it only suggests.
This setting doesn't change the Business use (%) of any expense (how business use works).
If you get a question on almost every expense
The questions usually come from Categories, for example a meal where the review can't tell from the receipt who attended or what it was for. If they mostly ask whether a purchase was private, turn on All expenses on this account are business expenses (see above). If the other questions don't help you either, set Categories to Always approve. The review then books each line on the Category it thinks fits best and doesn't ask. To stop the review from looking at Categories at all, set it to Off.
Questions already on your documents stay there until someone answers or dismisses them. A changed setting applies to documents reviewed from then on.
If you only want fewer notifications and still want the questions on your documents, turn off AI review questions in your notification settings instead.
Turning the AI review off
Set every area to Off. Documents are still scanned as before; only the second look is skipped.