---
title: "Receipt fields and flags"
description: "The fields read from each document, the statuses a document can have, and every review flag with what triggers it."
---

> Documentation Index
> Fetch the complete documentation index at: https://receipts.nuits.net/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Receipt fields and flags

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`. |

Source: https://receipts.nuits.net/docs/reference/receipt-fields-and-flags/index.mdx