Invoice Review

Overview

When supplier invoices arrive by email, Beeswax automatically processes them using AI to extract invoice details and create expenses. As part of this process, the system checks for potential duplicate or matching expenses that already exist in your account.

If a potential match is found, the invoice is flagged for review instead of being silently created. The Invoice Review page lets you compare the AI-created expense against existing expenses and decide whether to merge them or keep them separate.

How It Works

1. A supplier invoice email arrives and is processed by AI
2. The system extracts the invoice number, supplier, amount, and date
3. It searches for existing expenses from the same supplier with similar amounts and dates
4. If potential matches are found, the invoice is flagged as Needs Review
5. You review the matches and choose to Merge, Delete, or Dismiss

The Review Page

Each review item shows:

• Left panel — The new AI-created expense with its extracted details (invoice number, title, supplier, amount, date, line items)
• Right panel — Potential matching expenses ranked by confidence percentage

Confidence Scoring

The confidence percentage indicates how likely it is that the new invoice matches an existing expense. The score is calculated from several signals:

Amount Match (up to 50 points)

Condition	Points
Exact amount (within 0.1%)	50
Within 2%	40
Within 5%	30
Within 10%	15
Within 20%	5

Date Proximity (up to 30 points)

Condition	Points
Same date	30
1–3 days apart	25
4–7 days apart	20
8–14 days apart	15
15–30 days apart	5

Expense State (up to 20 points)

Condition	Points
Draft expense (likely a preliminary entry)	20
Finalised or sent expense	5

Sole Candidate Bonus (up to 15 points)

If only one matching expense is found from the supplier, an additional 15 points are added. A single match with no ambiguity is a strong signal.

Automatic Exclusions

• Different invoice numbers — If both the incoming invoice and an existing expense have explicit invoice numbers and they differ, the match is excluded entirely. Different invoice numbers from the same supplier are definitively separate invoices.

Confidence Colour Guide

Colour	Range	Meaning
Green	80%+	High confidence match
Yellow	60–79%	Moderate confidence — review carefully
Red	Below 60%	Low confidence — likely different invoices

Actions

Merge Into This

Merges the AI-created expense into the selected existing expense. The PDF attachments are transferred to the existing expense, any missing invoice number or amount fields are copied across, and the AI-created expense is deleted. Use this when you're confident the incoming invoice belongs to an existing expense. This action cannot be undone.

Delete Expense

Permanently deletes the AI-created expense and its line items, and dismisses the review item. The attached PDF is lost. Use this when the AI created a junk or incorrect expense that you don't want to keep at all.

Dismiss (Keep All)

Dismisses the review item without changing either expense. Both the AI-created expense and the existing expense remain untouched. Use this when the match is a false positive — the two expenses are genuinely separate and both should be kept.

Auto-Merge (Exact Duplicates)

When an incoming invoice has the exact same invoice number from the same supplier as an existing expense, the system automatically merges them without requiring review. The PDF is attached to the existing expense and no review item is created.

Tips

• Check the invoice number first — if both expenses have invoice numbers shown, compare them. Matching numbers are a strong indicator.
• An expense without an invoice number is likely a preliminary entry created before the actual supplier invoice arrived.
• The amount and supplier matching together is the strongest signal, especially when combined with a close date.
• Regularly reviewing flagged items prevents a backlog from building up.