Receipt fields and flags | Nuits Receipts

Receipts (kind expense) and sales invoices (kind sales) are stored in the same table and use the same fields, statuses and flags. Fields marked “sales” exist only on sales invoices.

Fields

Field	Label on the receipt page	Label on a sales invoice	Stored as	Source
`vendor`	Seller	Seller	Text	Read
`invoice_number`	Number	Number	Text	Read
`issue_date`	Date	Date	`YYYY-MM-DD`	Read
`due_date`	Due date	Due date	`YYYY-MM-DD`	Read
`currency`	Currency	Currency	ISO code	Read
`total_minor`	Total	Total invoiced	Integer, minor units	Read
`net_minor`	Before VAT	Before VAT	Integer, minor units	Read
`vat_minor`	VAT	VAT	Integer, minor units	Read
`vat_rate_bps`	VAT %	VAT %	Integer, hundredths of a percent (2550 is 25.5 %)	Read
`line_items_json`	(not shown)	(not shown)	JSON list of up to 20 descriptions	Read
`client`		Client	Text	Read (sales)
`client_vat_id`		Client VAT number	Text, upper case, no spaces, dots or dashes	Read (sales)
`client_country`		Client country	Two-letter code	Read (sales)
`vat_treatment`		VAT handling	`domestic`, `reverse_charge`, `export`, `exempt`	Read (sales)
`reference_number`		Reference	Text, at most 40 characters	Read (sales)
`product`	Part	Part	Product id	Vendor rule, Clef or default
`expense_type`	Kind		`infra`, `AI APIs`, `subscriptions`, `other`	Vendor rule, Clef or `other`
`eur_override_minor`	In euros	In euros	Integer, euro cents	Typed in, with Why
`duplicate_of`	Duplicate of	Duplicate of	Document ID	Chosen by you
`paid_outside_on`, `paid_outside_note`		Paid on, How, under Paid another way? (button Mark paid)	Date and note of at most 300 characters	Typed in (sales)

“Read” fields come from Clairic, cross-checked against labelled lines in the document text. Any value you type in is kept when the document is read again.

Approving

Item	Value
Button	Approve receipt (Approve invoice for a sales invoice), in the bar at the bottom of the page
Reason field	For your accountant, under Note, prefilled with “Checked against the original”. Required.
Required facts	Seller, issue date, a supported currency, total, amount before VAT and VAT amount. Sales invoices also need the client.
Result	Status `ready`, review reasons cleared, `reviewed_at` set. The flags present at approval are remembered and not raised again for the same values.

Statuses

Status	Shown as	Meaning
`pending`	Reading	Stored, not yet read.
`processing`	Reading	Being read. A read holds a 120-second lease; after it expires another read may take over.
`ready`	Ready, or Matched when matched to a bank row	No open review flags, or approved.
`needs_review`	Needs you	At least one review flag is open.

A document with status needs_review whose only flag is missing_eur can still be matched to a bank row. A match to a EUR bank row clears that flag.

Expense types

Value
`infra`
`AI APIs`
`subscriptions`
`other`

Review flags

The app shows one card per problem, titled with a question or an instruction, with a longer sentence under it. Codes that describe the same problem share a card. The card titles below are taken from src/flags.ts. The raw codes are in the review_reasons export column.

A receipt is in Receipts To do while it has a required flag: one that asks for the seller, date, currency, total, before-VAT or VAT amount (and the client on a sales invoice). Other flags are optional: they stay on the receipt as a note and never block Approve receipt.

Missing or unsure values

Code	Card title	Group	Trigger
`missing_vendor`	Who is this from?	Seller	Seller is empty.
`uncertain_vendor`	Who is this from?	Seller	Seller was read but not settled (see below).
`missing_issue_date`	What is the date?	Date	Issue date is empty.
`uncertain_issue_date`	What is the date?	Date	Issue date read but not settled.
`missing_currency`	Which currency?	Amounts	Currency is empty.
`uncertain_currency`	Which currency?	Amounts	Currency read but not settled.
`unsupported_currency`	What is this currency in euros?	Amounts	Currency is not one of EUR, USD, GBP, CHF, SEK, NOK, DKK, CAD, AUD, JPY.
`missing_total`	What was the total?	Amounts	Total is empty.
`uncertain_total`	What was the total?	Amounts	Total read but not settled.
`missing_net`	What was the amount before VAT?	Amounts	Amount before VAT is empty.
`uncertain_net`	What was the amount before VAT?	Amounts	Amount before VAT read but not settled.
`missing_vat`	What was the VAT amount?	Amounts	VAT amount is empty.
`uncertain_vat_amount`	What was the VAT amount?	Amounts	VAT amount read but not settled.
`missing_vat_rate`	What VAT % was charged?	Amounts	Total, net and VAT are known, VAT is not 0, and the rate is empty.
`uncertain_vat_rate`	What VAT % was charged?	Amounts	VAT rate read but not settled.
`missing_invoice_number`	What is the receipt number?	Details	Receipt or invoice number is empty.

A read value is settled when the document text states it on a labelled line, when Clairic and the text agree, when Clairic is confident (confidence at least REVIEW_MIN_CONFIDENCE and p_null at most REVIEW_MAX_UNCERTAINTY) and the text does not contradict it, or when net plus VAT equals the total and ties it to settled values. uncertain_* is raised for seller, issue date, currency and total when they are missing or unsettled, and for net, VAT amount and VAT rate only when they were read but are unsettled. Saving an approval with a reason drops uncertain_* flags on later reads.

Arithmetic

Code	Card title	Group	Trigger
`vat_mismatch`	Do the amounts add up?	Amounts	Net plus VAT differs from the total by more than 2 minor units.
`vat_rate_mismatch`	Does the VAT match the rate?	Amounts	Net is not 0, a rate is known, and VAT differs from net times the rate by more than 2 minor units and by more than 0.1 % of net.
`credit_or_sign`	Is this a refund or credit note?	Amounts	Total, net or VAT is negative.

missing_vat_rate, vat_mismatch, vat_rate_mismatch and credit_or_sign are checked only when total, net and VAT are all known.

Euro amount

Code	Card title	Group	Trigger
`missing_eur`	Why is there no euro amount?	Euro amount	A non-EUR document with a total and issue date has no ECB reference rate, no euro amount typed in, and no match to a EUR bank row.

Filing

Code	Card title	Group	Trigger
`uncertain_product`	Which part of the business?	Filing	Clef’s product probability is below `REVIEW_MIN_CATEGORY_CONFIDENCE` and its top choice differs from the default product. The default is used.
`uncertain_expense_type`	What kind of cost is this?	Filing	Same, for the expense type. `other` is used.
`classification_failed`	Where does this belong?	Filing	The Clef call failed or returned an invalid answer.
`rule_conflict`	Which rule should win?	Filing	Two or more vendor rules match at the highest matching priority with different product or expense type.

Duplicates

Code	Card title	Group	Trigger
`probable_duplicate`	Is this one we already have?	Duplicate	Another document of the same kind, not itself a duplicate, has the same invoice number, issue date, currency, total and normalised seller name. Needs a non-empty invoice number.

Source document

Code	Card title	Group	Trigger	Action offered
`sender_unverified`	Is this email genuine?	Source	Mail from an allowed sender with no Cloudflare SPF result, or a result that proves nothing. Stored, not read.	Read it
`email_skipped_parts`	Is anything missing from the email?	Source	More than 10 supported attachments, or an attachment that is too large or whose content does not match its type.
`mime_failed`	Open the email and type the numbers in.	Source	The email could not be parsed.
`pdf_no_text`	Type the numbers in, or upload a photo.	Source	The PDF text layer has 10 characters or fewer.	Upload a copy, which opens Add
`pdf_too_large`	Type the key numbers in.	Source	The PDF is over 10 MiB.
`pdf_too_many_pages`	Type the key numbers in.	Source	The PDF has more than 25 pages.
`unsupported_document`	Upload a PDF or a photo.	Source	The stored file is not a PDF, image, HTML or plain text.	Upload a copy, which opens Add
`original_missing`	Upload the original again.	Source	The original is not in R2.	Upload a copy, which opens Add
`input_truncated`	Do the amounts match the original?	Source	Document text plus email context is over 40,000 characters. Only the first 40,000 are read.
`model_truncated`	Check the details, or read it again.	Source	Clairic reported a truncated answer.	Read again
`invalid_model_output`	Read it again, or type the numbers in.	Source	Clairic’s answer did not have the expected shape.	Read again
`extraction_failed`	Try reading it again.	Source	Any other error while reading.	Read again

Sales invoices only

Code	Card title	Group	Trigger	Action offered
`seller_mismatch`	Did you send this invoice?	Seller	`SELLER_NAMES` is set and the seller is not one of them, or one of them is printed as the buyer.	Move to receipts
`invoice_no_attachment`	Where is the invoice?	Source	Mail to `INVOICES_ADDRESS` with no PDF or image attachment.	Upload a copy, which opens Add
`missing_client`	Who did you bill?	Details	Client is empty.
`vat_treatment_unknown`	How was VAT handled?	Details	A VAT amount is known and the VAT treatment is not.
`reverse_charge_without_vat_id`	What is the client’s VAT number?	Details	Treatment is `reverse_charge` and the client’s VAT number is empty.
`reverse_charge_domestic_client`	Reverse charge to a Finnish client?	Details	Treatment is `reverse_charge` and the client country is `FI`.
`vat_treatment_mismatch`	Does the VAT fit how it was handled?	Amounts	Treatment is not `domestic` and VAT is not 0, or treatment is `domestic` and VAT is 0.
`domestic_rate_unexpected`	Which Finnish VAT rate applies?	Amounts	Treatment is `domestic` and the rate is not 25.5 %, 24 %, 14 %, 13.5 % or 10 %.

Any other code shows as “Check the details against the original.” with “Something needs a look.” in group Other.

Email intake results

Situation	Result
Sender not approved, and DMARC passed for the From domain or SPF passed for the envelope sender	Raw email stored and shown in Receipts To do as a New sender row. Not read. Logged as `sender_not_allowed` with the domain only.
Sender not approved and not proven	Dropped. Logged as `sender_auth_failed` or `sender_unverified`. Nothing stored.
Sender ignored from Receipts To do	Logged as `sender_ignored`. Nothing stored.
Same Message-ID already waiting or read	Logged as `duplicate`. Nothing stored.
50 emails from new senders waiting, or 10 from this sender	Logged as `held_limit`. Nothing stored.
From address approved and DMARC passed for its domain	Read like mail from an approved envelope sender.
Email over 20 MiB	Dropped. Logged as `email_too_large`.
SPF `fail` or `softfail`, or DMARC `fail`, in Cloudflare’s `Authentication-Results`, or a `Received-SPF` envelope sender that differs	Dropped. Logged as `sender_auth_failed`.
No proof of sender	Raw email stored with `sender_unverified`. Not read.
Supported attachments (PDF, PNG, JPEG, WebP)	Each up to 10 stored and read as its own document. PNG images of 2 pixels or less in either direction are ignored.
No supported attachment, to the receipt address	The email body (HTML, or plain text) is stored and read as the document.
No supported attachment, to the invoices address	Raw email stored with `invoice_no_attachment`.