TrueProfit's AI assistant can automatically extract cost details from uploaded invoices and add them to your Fixed Costs. This saves time and reduces manual entry errors. Let's learn how to use AI to upload files and add them to Fixed Costs.
On This Page
Step 1: Access the AI Assistant
Start by clicking the Compass icon in the top bar of any TrueProfit page. This opens the AI assistant chat box on the right side of your screen.
Step 2: Upload Your Invoice File
Click the attach file icon at the bottom of the chat box. Select your invoice file from your device - the system accepts Word, PDF, Excel, and CSV files.
After choosing your file, click "Enter" to start the upload.
The AI will begin analyzing your file immediately. When complete, the AI will show "Extracted cost data" indicating the analysis is finished.
Step 3: Review Extracted Data
After processing, the AI displays a summary of all costs it found in your invoice. This includes items like subscription fees, app costs, transaction fees, and other business expenses. Each cost shows the amount, frequency (one-time or recurring), and relevant dates.
Click the blue "Extracted cost data" button to open the detailed review screen. Here you'll see a complete table with all extracted costs, including the name, amount, frequency, start date, and end date for each item.
Step 4: Add to Fixed Costs
Take time to review each entry carefully. If any information looks incorrect, hover over the field and click the edit icon to make changes. You can modify amounts, adjust dates, or change the frequency settings as needed.
Once you've reviewed and edited the extracted data, click the "Add to Fixed Costs" button. The system will add them to your TrueProfit Fixed Costs database. You'll see a confirmation that the costs have been successfully added.
Step 5: Manage Your Fixed Costs
To view and manage your newly added costs, from TrueProfit dashboard. Click "Fixed costs" in the left sidebar to access this area.
You can edit any cost by clicking the action menu (⋮) next to each item, or add new costs manually using the "Add cost" button.
Supported File Formats
The AI assistant works with Word documents (.docx, .doc), PDF files (.pdf), Excel spreadsheets (.xlsx, .xls), and CSV files (.csv). Make sure your invoice files are in one of these formats for successful processing.
Troubleshooting
If your file won't upload, check that it's in a supported format and within size limits. Try refreshing the page if you encounter issues.
For costs that aren't extracted properly, ensure your invoice has clear, readable text. Poor quality scanned images may not process correctly. You can always manually edit or add any missing costs.
If you notice missing expenses, check the Fixed Costs section where you can manually add any items the AI might have missed using the "Add cost" button.
The AI assistant streamlines expense management by automatically extracting and categorizing costs from your invoices. This ensures accurate profit calculations while saving time on manual data entry.
Note: All amounts are automatically converted to the currency you’ve selected in your settings.