Expenses are added from Finance → Expenses with the Add New button, which needs the Edit Expenses permission. The modal walks through two steps: the invoice file, then the expense details.
Step one — the invoice
The first step is an upload area. Drag files onto it or use one of the buttons:
- Upload and extract using AI — Nauticare reads the invoice and pre-fills the expense for you.
- Upload without extraction — the file is attached and you type everything yourself.
- Skip file upload — record the expense with no invoice attached.
You can select several invoices at once; each one becomes its own expense. A single file goes straight to the details form. With several, you first see the list of what you selected with each file's status while extraction runs in the background. Review and Save opens the first file still awaiting a decision, and you can remove a file you did not mean to include. Once every file has been saved or skipped the list offers Done.
While a file is still being read the modal shows Analysing.... In a batch you can go Back to list and come back to it once it is ready.
Step two — the expense details
- Name (required).
- Description.
- Date (required) — defaults to today.
- Purchased by — a crew member assigned to the vessel, or None.
- Currency (required) — the currency the expense was actually paid in, as a three-letter code.
- Amount (expense currency) (required) — the total in that currency, greater than zero.
- Tax (expense currency).
- Exchange rate — the rate from the expense currency to the vessel currency.
- Total amount (vessel currency) (required) — greater than zero. This is the figure balances, budgets and charts use. If you leave it empty and fill in both an amount and an exchange rate, Nauticare multiplies them out for you; a value you have already typed is never overwritten.
- Vendor — one of the vessel's vendors, or None.
- Account (required) — which account the expense is charged to.
- Category and Subcategory (both required) — from the vessel's budget category tree. The subcategory list only opens once a category is chosen, and must be a subcategory of that category.
- Hide from crew — available to the captain and management users. When ticked, crew members with finance view permission cannot see this expense's details on the expense list or account transaction list (where its value is rolled into a Hidden expenses total), and exports generated by crew redact hidden expenses.
When the details came from AI extraction the fields it filled are highlighted. If it could read only part of the invoice, the empty fields it missed are flagged. Always check the amounts, the currency and the date before saving. Re-run extraction tries the file again and Clear empties the form.
If the file cannot be read, the form is left for you to fill in by hand. When the reason is that your company has used up its monthly AI allowance, the message says so; the upload without extraction still works.
Saving
With a single invoice the button reads Save and Finish and closes the modal. In a batch it reads Save and Next while other files still wait, taking you to the next one, and Skip leaves the current file unsaved and moves on.
Saving charges the expense to the chosen account and drops its balance by the vessel-currency total straight away. A newly created expense is always unverified.
Restocking inventory from invoice line items
When you save an expense that has extracted invoice line items — and the yacht's licence includes the Inventory module and you hold the Inventory → Edit permission — Nauticare checks the invoice lines against on-board inventory and opens an inventory suggestion step. For each line item you can:
- Restock a matching item — confirm the suggested on-board inventory match and enter the quantity to add.
- Search for another item — find and pick a different existing inventory item to restock.
- Create a new inventory item — add a new item to the vessel's inventory directly from the invoice line.
- Skip any line item that does not belong in inventory.