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# Receipts

## Overview

A **receipt** is a digital file representing proof of an expense. Receipts can be uploaded independently or attached to transactions for reconciliation, auditing, or reporting purposes.

## Create a receipt

There are several ways to create a receipt:

* [Create a receipt via API](#create-a-receipt-from-data) by providing the amount, currency, and other details.
* [Upload a receipt](#upload-files-via-api) in PDF, PNG, or JPEG formats via API.
* [Send a receipt in PDF, PNG, or JPEG formats by email](#send-receipts-by-email) to the [entity](../../references/glossary#entity)'s mailbox.

When a receipt is created from a PDF, PNG, or JPEG file, Monite’s OCR service automatically extracts the receipt information from the file and a new receipt is created with the extracted data fields accordingly. The file property of the receipt contains the file metadata and the link to access the original source file.

### Create a receipt from data \[#create-a-receipt-from-data]

If you already have the receipt data stored somewhere as individual attributes, you can create a receipt with these attributes by calling `POST /receipts`. You can provide the [base64-encoded](https://en.wikipedia.org/wiki/Base64) contents of the original invoice file in the field `base64_encoded_file`:

```sh
curl -X POST 'https://api.sandbox.monite.com/v1/receipts' \
  -H 'accept: application/json' \
  -H 'X-Monite-Version: 2024-01-31' \
  -H 'X-Monite-Entity-Id: ENTITY_ID' \
  -d '{
        "document_id": "CN-DE-2024-103",
        "issued_at": "2025-08-01T09:10:00Z",
        "merchant_name": "Mecadonna GmbH",
        "merchant_location": "Schönhauser Allee 123, 10437 Berlin, Germany",
        "description": "Payment for lunch with clients",
        "base64_encoded_file": "JVBERi0xLjQKJ...(your PDF base64 here)...",
        "partner_metadata": {},
        "currency": "EUR",
        "total_amount": 15000,
        "transaction_id": null
    }' 
```

The successful response contains the receipt ID and other fields:

```json
{
  "id": "eaf3b832-1d20-49c7-b5d4-f0e15b88d1a9",
  "created_at": "2024-10-29T14:23:41Z",
  "updated_at": "2024-10-29T14:23:41Z",
  "total_amount": 15000,
  "currency": "EUR",
  "currency_exchange": null,
  "document_id": "CN-DE-2024-103",
  "issued_at": "2025-08-01T09:10:00Z",
  "merchant_name": "Mecadonna GmbH",
  "merchant_location": "Schönhauser Allee 123, 10437 Berlin, Germany",
  "description": "Payment for lunch with clients",
  "file_id": "9f263818-3c97-4038-8f30-2f4a4a92dcd9",
  "file_url": "https://files.sandbox.monite.com/preview/9f263818-3c97-4038-8f30-2f4a4a92dcd9",
  "ocr_request_id": null,
  "ocr_status": null,
  "origin": "upload",
  "partner_metadata": {},
  "sender": "hello@example.com",
  "source_of_data": "user_specified",
  "transaction_id": null,
  "created_by_entity_user_id": "b3f637d6-b25c-4b0f-8c7f-c829ad0d4561"
}
```

You can attach a receipt file to an existing receipt, in any status, by calling `POST /receipts/{receipt_id}/attach_file`.

### Upload files via API \[#upload-files-via-api]

You can upload receipts in the PDF, PNG, or JPEG format to Monite by calling `POST /receipts/upload_from_file`. Upon file upload, the system automatically initiates OCR to extract structured fields such as `merchant_name`, `total_amount`, `issued_at`, and `line_items` from the document. The maximum file size is 20 MB:

```sh
curl -X POST 'https://api.sandbox.monite.com/v1/receipts/upload_from_file' \
     -H 'X-Monite-Version: 2024-01-31' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: multipart/form-data' \
     -F 'file=@pdf-receipt.pdf;type=application/pdf'
```

The successful contains the receipt ID and other parameters:

```json
{
  "id": "eaf3b832-1d20-49c7-b5d4-f0e15b88d1a9",
  "created_at": "2025-08-01T09:10:00Z",
  "updated_at": "2025-08-01T09:10:00Z",
  "total_amount": 15000,
  "currency": "EUR",
  "currency_exchange": null,
  "document_id": "CN-DE-2024-103",
  "issued_at": "2025-07-01T09:10:00Z",
  "merchant_name": "Mecadonna GmbH",
  "merchant_location": "Schönhauser Allee 123, 10437 Berlin, Germany",
  "description": "Payment for lunch with clients",
  "file_id": "9f263818-3c97-4038-8f30-2f4a4a92dcd9",
  "file_url": "https://files.sandbox.monite.com/preview/9f263818-3c97-4038-8f30-2f4a4a92dcd9",
  "ocr_request_id": null,
  "ocr_status": null,
  "origin": "upload",
  "partner_metadata": {},
  "sender": "hello@example.com",
  "source_of_data": "ocr",
  "transaction_id": null,
  "created_by_entity_user_id": "b3f637d6-b25c-4b0f-8c7f-c829ad0d4561"
}
```

When the OCR scanning is finished (this might take up to 5-7 minutes), you will receive the `receipt.ocr_finished` webhook, indicating that this receipt resource has been created:

```json
{
  "id": "aa314fdd-a763-4920-a8c8-6285fc1745c0",
  "created_at": "2024-03-04T20:06:48.593225+00:00",
  "action": "receipt.ocr_finished",
  "api_version": "2024-01-31",
  "entity_id": "en-your0000-enti-ty00-1D3799b65bcf",
  "description": "Action has been performed on the receipt: created_from_file_upload.",
  "object": {
    "id": "aa314fdd-a763-4920-a8c8-6285fc1745c0"
  },
  "object_type": "receipt",
  "webhook_subscription_id": "c7f37127-44e5-494a-833a-21e60585f187"
}
```

> **Notes**
>
> * OCR results are processed asynchronously and can be accessed through the `ocr_status` field or by subscribing to the `receipt.ocr_finished` webhook.
> * You can call `POST /receipts/{receipt_id}/cancel_ocr` while the `ocr_status` is `in_progress` to stop the OCR extraction.

#### AI-generated expense descriptions

After OCR processing, receipts are automatically enriched with **AI-generated descriptions**. The system analyses both the OCR output and the transaction context to populate the `description` field with concise, business-relevant content.

The AI interprets receipt details to summarize what was purchased and, when possible, the business purpose or context. This reduces manual entry by providing pre-filled descriptions that users can review and adjust as needed.

For example, a restaurant receipt from *The Blue Door* in London at 6pm could be described as **“Dinner in London”**, while a taxi receipt from the airport to the city center during a business trip might become **“Taxi ride”**. If the AI cannot confidently generate a meaningful description, the field remains empty instead of filling in potentially misleading text.

## Send receipts by email \[#send-receipts-by-email]

Each entity has a [dedicated mailbox](../../advanced/mailboxes) in Monite to which the receipts can be sent. The entity or entity user can send receipts as attachments in PDF, PNG, or JPEG format to this mailbox (the maximum file size is 20 MB).

The Monite OCR service scans the information inside each email's attachments. Then, Monite automatically creates a receipt for each occurrence found.

To find the mailbox assigned to a specific entity, call `GET /v1/mailboxes`:

```sh
curl -X GET 'https://api.sandbox.monite.com/v1/mailboxes' \
     -H 'X-Monite-Version: 2024-01-31' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer YOUR_PARTNER_TOKEN'
```

The successful response contains information about the mailbox:

```json
[
  {
    "id": "e8c884f8-bed3-4d92-afc9-3538c5079014",
    "entity_id": "68fdd6b5-b60c-4f4d-8642-1cd7f2fa31e8",
    "status": "active",
    "related_object_type": "receipt",
    "mailbox_name": "1102737648192968373_receipts",
    "mailbox_full_address": "1102737648192968373_receipts@mg.sandbox.monite.com",
    "belongs_to_mailbox_domain_id": null
  }
]
```

> **notes**
>
> * By default, the automatically created mailboxes belong to the Monite domain (the web address that comes after `@` in an email address), but the [partners ](../../references/glossary#partner) can [set up their own email domain](../../advanced/mailboxes) for better convenience.
>
> * When configuring email imports, make sure the mailbox is created with type `receipt` (not `payable`) so incoming emails are correctly filtered for this workflow.

## Match a receipt to a transaction

To match a receipt to a transaction, send a `PATCH` request to the `/receipts/{receipt_id}` endpoint with the request body containing the `transaction_id` associated with the recepit:

```sh
curl -X PATCH 'https://api.sandbox.monite.com/v1/receipts/{receipt_id}' \
     -H 'X-Monite-Version: 2024-01-31' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: application/json' \
     -d '{
       "transaction_id": "fb3463a0-7d6e-54a3-bcd8-1b93388c648d"
     }'
```

Receipts can be automatically matched to transactions by an **AI-driven matching engine** once the OCR is completed. The system evaluates only **unmatched items** with the same `entity_id`, a timestamp difference of ≤1 day, and either the same `(amount + currency)` or `(merchant_amount + currency)` (with ≤1% allowed difference).

The AI logic applies a two-step approach:

1. **Equal match** - Exact merchant name match (case-insensitive, trimmed).
2. **Semantic match** - If no exact match, merchant name + location are embedded and compared using fuzzy semantic similarity (≥0.8).

#### Considerations

* The matching process runs only when receipts and transactions share the same `entity_id` and satisfy the required timestamp and amount conditions.
* When an exact merchant name match is found, the receipt is immediately linked to the transaction.
* If there is no exact match but the semantic similarity between merchant name and location is at least 0.8, the system also links the receipt automatically.
* If neither condition is met, the receipt remains unmatched.
* To ensure data consistency, each receipt can only ever be linked to one transaction.

## CSV export (Coming soon)

Easily export transactions and receipts into a CSV file for reporting, analysis, or integration with external tools. The export will include structured fields such as amounts, currencies, merchants, dates, and matching receipt references.

## List all receipts

To get information about all receipts associated with the specified entity, call `GET /receipts`.

## Retrieve a receipt

To get information about a specific receipt, call `GET /receipts/{receipt_id}`.

## Edit a receipt

To edit an existing receipt, call `PATCH /receipts/{receipt_id}`.

## Delete a receipt

To delete a specific receipt, call `DELETE /receipts/{receipt_id}`.

## Receipt line items

Each receipt may include one or more line items representing individual goods or services listed on the document. Line items can be extracted via OCR and include structured data such as item `name`, `total`, `cost_center_id`, and `accounting_tax_rate_id`.

### Add line items to a receipt

To add line items to a receipt, call the `POST /receipts/{receipt_id}/line_items` endpoint:

```sh
curl -X POST 'https://api.sandbox.monite.com/v1/receipts/{receipt_id}/line_items' \
     -H 'X-Monite-Version: 2024-01-31' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'Content-Type: application/json' \
     -d '{
        "name": "Dinner with client",
        "total": 18000,
        "cost_center_id": "c1d2e3f4-5678-4321-abcd-987654321000",
        "accounting_tax_rate_id": "e7f8g9h0-1112-1314-1516-171819202122",
        "general_ledger_id": "b3a4c5d6-7890-4321-bcde-34567890abcd"
    }'
```

When adding line items, you may need to reference the following objects:

* Cost centers (`cost_center_id`)
  * **To create cost centers**: Use the [`POST /cost_centers`](/v2024-01-31/api/cost-centers/post-cost-centers) endpoint.
  * **To retrieve existing cost centers**: Use the [`GET /cost_centers`](/v2024-01-31/api/cost-centers/get-cost-centers) endpoint.

* Ledger accounts (`general_ledger_id`)
  * **To create ledger accounts**: Use the [`POST /ledger_accounts`](/v2024-01-31/api/ledger-accounts/post-ledger-accounts) endpoint.
  * **To retrieve existing ledger accounts**: Use the [`GET /ledger_accounts`](/v2024-01-31/api/ledger-accounts/get-ledger-accounts) endpoint.

* Tax rates (`accounting_tax_rate_id`)
  * **To create custom tax rates**: Use the [`POST /accounting_tax_rates`](/v2024-01-31/api/accounting-tax-rates/post-accounting-tax-rates) endpoint.
  * **To retrieve available tax rates**: Use the [`GET /accounting_tax_rates`](/v2024-01-31/api/accounting-tax-rates/get-accounting-tax-rates) endpoint.

### List all line items of a receipt

To list all line items of a specific receipt, call the `GET /receipts/{receipt_id}/line_items` endpoint.

### Update line item

To edit a specific line item of a receipt, call the `PATCH /receipts/{receipt_id}/line_items/{line_item_id}` endpoint.

### Delete line item

To remove the line item from the receipt, call the `DELETE /receipts/{id}/line_items/{line_item_id}` endpoint.

### AI-powered Auto-tagging (Coming soon)

On receipt upload or OCR completion, AI will automatically suggest the Cost Center, Tax Rate, and General Ledger account. Tags are based on receipt data and context, reducing manual work. If no confident match is found, fields stay empty for user input.