Expense Tracking

Haiku tracks business expenses alongside your invoices. Upload an invoice or receipt, have the data extracted automatically when possible, and keep files organised in Haiku and/or Google Drive.

The Expenses Page

The Expenses page lists all recorded expenses with quick access to edit, delete, open the stored file, or download the original.

Filtering:

• Date range — focus on a specific month, quarter, or custom period.
• Search by description — find an expense by keyword.
• Running total — count and sum of expenses matching the current filter, shown at the top.

Each card shows description, seller, amount, date, and storage status (Haiku, Drive, or both).

Adding an Expense

Click New Expense on the expenses page. A 4-step wizard opens.

Step 1 — Upload the Document

Drag and drop or pick a file. Supported formats: PDF, JPEG, PNG, XML — covers scanned receipts and electronic invoices.

Step 2 — Automatic Parsing

If the file is a standard electronic invoice (Factur-X PDF, common in France and Germany; e-invoice XML), Haiku extracts:

• Invoice number
• Seller name
• Line items
• Total amount
• Issue date

For scanned images or non-structured PDFs, the form opens empty and you fill in the details.

Step 3 — Review, Edit, and Choose Storage

A pre-filled form appears. Correct anything that’s off, then choose where the file is stored:

• Upload to Haiku — files up to 2 MB, stored securely in your account.
• Upload to Google Drive — sent to a dedicated folder in your Drive (requires authorization — see Google Drive integration).

You can pick one, both, or neither. The expense record itself is always saved regardless of where the file goes.

Step 4 — Saved

Confirmation appears. From here you can add another expense or return to the list.

Editing and Deleting

Each expense has an Edit button to update any field — description, seller, amount, date, line items, storage choice. The Delete button removes the record after a confirmation step.

Deleting an expense does not delete the Google Drive file. Use the Delete from Drive action on the card first if you also want to remove the cloud copy.

Smart Invoice Reading

Haiku reads invoices in standard electronic formats used across Europe:

• Factur-X / ZUGFeRD PDFs — common with German and French suppliers.
• UBL / Peppol / EN 16931 XML — the EU e-invoicing standard.

For unsupported formats or photographs, fields stay empty in Step 3 and you enter them manually.