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How-to · Costs

Log costs on the web with AI

When you log costs with AI, you simply upload a photo of a receipt or a PDF invoice and Konto reads the data automatically. This is part one of four in the series "Log costs like a pro" — here we cover how to turn on the AI and upload documents on the web. Are you a bookkeeper? See the bookkeeper guide on the same settings.

  1. 1

    Log costs with AI — confirm the feature is active in Settings

    Go to Settings and check whether Automatic cost registration (AI) appears in the list of active features. This guide assumes the add-on is already enabled. If it is not on the list, you will need to enable it under Settings before continuing — see the bookkeeper guide on enabling and configuring AI cost registration.

    Log costs with AI — confirm the feature is active in Settings
  2. 2

    Open cost recording settings

    Go to Settings → Record cost. This is where you configure how the system handles new cost records after the AI has read the document.

    Open cost recording settings
  3. 3

    Choose an approval setting

    Two options are available: turn on auto-approve new costs if you want records approved automatically as soon as an upload completes, or leave the toggle off if you want to review and approve each record manually. The setting saves automatically when you change it.

    Once you have configured approval, click "Cost" in the left-hand menu to continue.

    Are you a bookkeeper? See the detailed bookkeeper guide on AI and approval settings.

    Choose an approval setting
  4. 4

    Go to the cost list and start an upload

    Go to Cost → Record cost and click "Record cost" to open the upload page.

    Want to log costs on your phone instead? See part 4: The Konto app.

    Go to the cost list and start an upload
  5. 5

    Upload a receipt or invoice

    Drag a PDF file or image (JPG or PNG) anywhere onto the screen — or directly onto the upload area — and the system takes care of the rest. You can also click the upload area to browse for a file on your device. The AI begins analysing the document as soon as the upload finishes.

    You can also send receipts to Konto by email without opening the website — see part 2: Forward email to the cost inbox. Or log costs directly from your phone — see part 4: The Konto app.

    Upload a receipt or invoice
  6. 6

    Review the fields and approve the cost record

    The system automatically fills in the amount, VAT rate, date and supplier name from the document. Go through the values and correct anything that needs fixing — it always pays to check the figures when you log costs with AI, especially if the photo was taken in poor lighting. Click "Record as approved" when everything looks right.

    Review the fields and approve the cost record
  7. 7

    The record is sent to bookkeeping

    The approved record appears in the cost list with the status Processing while the system works on it. When processing is complete it receives the status Created (accounting status) and Ready (workflow status) — at that point the bookkeeper can retrieve it and post it in the accounting system. Want to also send receipts to Konto by email? See part 2: Forward email to the cost inbox.

    The record is sent to bookkeeping
  1. 1

    Log expenses with AI — confirm activation in Settings

    Go to Settings. If you see Automatic expense recording (AI) in the list of active features, you are all set. If it is not there, you need to activate it — see the accountant guide on activation and settings for details.

    Log expenses with AI — confirm activation in Settings
  2. 2

    Open expense recording settings

    Tap Settings → Record expense. Here you configure how the system handles new expense entries after the AI has read the document.

    Open expense recording settings
  3. 3

    Choose an approval setting

    Turn on auto-approve new cost records if you want entries to be approved automatically right after upload. Turn the toggle off if you want to review and approve each entry manually. The setting is saved automatically as soon as you change it.

    Are you an accountant? See the detailed accountant guide on AI and approval settings.

    Choose an approval setting
  4. 4

    Automatic expense recording is active

    Under Settings you can see that Automatic expense recording (AI) is listed as active. This means the system is ready to read and analyse documents automatically. Tap „Expenses” in the menu to continue.

    Automatic expense recording is active
  5. 5

    Go to the expense list and start an upload

    Go to Expenses → Record expense and tap „Record expense” to go to the upload page. Tap the upload area to select a PDF file or image (JPG or PNG) from your device. The AI starts analysing the document as soon as the upload is complete.

    Go to the expense list and start an upload
  6. 6

    Review the fields and approve the expense entry

    The system automatically fills in the amount, VAT rate, date and vendor name from the document. Review the values and correct them if needed — when an expense is recorded with AI assistance it is always worth checking the figures, especially if the photo was taken in poor lighting. Tap „Record as approved” when everything looks correct.

    Review the fields and approve the expense entry
  7. 7

    The entry has been sent for posting

    An approved entry appears in the expense list with the status In recording while the system processes it. Once processing is complete it receives the status Created (accounting status) and Ready (process status) — at that point the accountant can retrieve it and post it to the accounting system. Would you also like to be able to send receipts to Konto by email? See part 2: Forward email to the expense mailbox.

    The entry has been sent for posting

PDF gives more accurate results

If you have a PDF version of an invoice, use it instead of a photo. PDF files contain machine-readable text that the AI can read with much greater accuracy than an image.

Good lighting means better photos

When photographing a receipt, make sure the lighting is good and all text is sharp and legible. A clear photo increases the chances that the system reads everything correctly first time and saves you corrections.

Log costs with AI wherever you are

With the Konto app you can photograph a receipt on the spot and log the cost directly from your phone. See part 4: The Konto app.

Common questions

Do I need a specific subscription to log costs with AI?
Yes, automatic cost registration with AI is available on paid subscriptions — Fræ or higher. The Grunnur plan is free but does not include this feature.
Which file types can I upload?
You can upload PDF files and images (JPG, PNG). PDFs generally give more accurate results because they contain machine-readable text that the AI reads directly.
What happens if the AI reads incorrect figures?
You can always correct the values manually in the cost record before you approve it. Click the field you want to change, enter the correct figure and then click "Record as approved".
Can I turn off auto-approve?
Yes. Go to Settings → Record cost and turn off the auto-approve toggle. You will then need to review and approve each record manually before it is sent to bookkeeping.
How does the bookkeeper see my costs?
Approved records first get the status Processing while the system works on them. Once they receive the status Created (accounting status) and Ready (workflow status), the bookkeeper can retrieve and post them in the accounting system. The bookkeeper does not retrieve records with the status New. See the bookkeeper guide for more detail.
Can I send receipts by email instead of uploading them?
Yes! You can forward receipts to a dedicated Konto cost inbox by email — no need to log in to the website every time. See part 2: Forward email to the cost inbox.
Can I use my phone to log costs?
Yes, with the Konto app you can photograph a receipt on the spot and log the cost directly from your phone. See part 4: The Konto app.
What does the status "Processing" mean?
"Processing" means the record has been approved and the system is working on it. When it finishes you will see the status Created and Ready — the bookkeeper can then retrieve it. You do not need to do anything further.

Questions? support@konto.is