What is Buddy AI?
Buddy AI is your personal assistant for managing bills and receipts. It automates bill creation and attaches receipts to matching transactions at scale, saving you time and effort. And this is just the beginning—Buddy is evolving with more conversational and assistive interactions to enhance your experience in the near future.
Why choose Buddy AI?
it’s built to save you hours, empowers your team, increases receipt compliance, speeds up reconciliation, and helps you close your books faster.
Is Buddy AI included in my plan?
Buddy AI is part of the Premium plan. Upgrade from Essentials to unlock automated bill creation and automatic receipt matching and attachment to transactions.
Features and limitations
How do I use Buddy AI?
Once you have your personal Buddy email address, simply forward your bills and receipts to it. Buddy will handle the rest, sending you an email with the results and a direct link to your action logs for complete transparency.
What file formats does Buddy support?
Buddy processes email body content and attachments in HTML, JPG, PNG, and PDF formats.
How many receipts can I attach to a single transaction?
You can attach up to six receipts to a single transaction. If you exceed this limit, Buddy will notify you.
Can anyone forward bills and receipts to Buddy?
Yes, any user can forward bills and receipts to Buddy. However, only Premium plan customers can process these documents.
Does Buddy support multi-currency transactions?
Yes, Buddy can accurately match and process transactions in their original currency for global spend.
How does Buddy handle GST extraction?
When a receipt is successfully matched to a transaction, Buddy automatically extracts the GST and includes it in your reports.
Process
How do I get started with Buddy?
Getting started with Buddy is simple. Follow these steps based on whether you're using a desktop or mobile device:
On Desktop:
- Navigate to the Transactions or Bills listing page in Budgetly.
- Click the Email Receipts or Email Bills button to generate your personal Buddy email.
- Forward receipts or bills to this email, and Buddy will process them for you.
On Mobile:
- Open the Transactions listing view in the Budgetly app.
- Tap the Email Receipts button to generate your personal Buddy email.
- Use this email to forward receipts directly from your mobile device.
Buddy will take care of processing your forwarded receipts and bills, saving you time and effort.
Can I forward other users' receipts or bills to my personal Buddy email?
Yes! Receipts will be matched and attached to the correct transactions, even if they belong to other users. Bills created from forwarded emails will be assigned to you as the owner of the email address used.
Will users be notified if their receipts or bills are processed through someone else’s Buddy email?
No, only the owner of the Buddy email will get notified. Admins can see receipt attachments and bill creation in the action logs. Non-admin users can view their own transactions with attached receipts but won’t be notified about emails forwarded to someone else’s Buddy email.
How does Buddy process my emails?
- Buddy reads the email body and any attachments to determine if they are receipts or bills.
- Receipts are matched to transactions, while bills are saved as drafts for your review.
How does receipt matching work?
Buddy uses three fields to match receipts to transactions: Date, Amount and Merchant.
What happens if Buddy can’t match a receipt to a transaction?
If no match is found, Buddy will:
- Notify you with details and a link to the action logs.
- Provide reasoning for the mismatch so you can review and resolve it manually (see Troubleshooting below for more).
How are new suppliers handled in bill creation?
When Buddy creates a bill with a new supplier:
- The supplier is saved in a draft state on the Bill Listing page.
- You’ll need to either confirm the new supplier or assign an existing one.
How does Buddy handle duplicates?
- Bills: Buddy detects duplicate bills and notifies you if the same document is uploaded to multiple bills. This prevents duplicate payments.
- Receipts: Duplicate receipts are not attached. Instead, a notification and corresponding logs are provided.
Troubleshooting
Why wasn’t my email processed?
These are some reasons why a document/attached might not be processed:
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Your company doesn’t have the Premium plan
Buddy’s features are only available for Premium plan customers.
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The Bills account isn’t set up
Make sure the Bills account is correctly set up to process documents.
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Unsupported file format
Buddy only works with JPG, PNG, PDF files, or email body content.
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Unreadable attachment
The file might be damaged, incomplete, or not readable by Buddy.
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Attachment not recognised
The document wasn’t identified as a bill or receipt.
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Duplicate attachment
The document has already been processed and marked as a duplicate.
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Too many receipts attached
A transaction can only have up to six receipts.
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Too many documents attached
Buddy can process up to 20 attachments per email.
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No matching transaction found
Buddy couldn’t find a transaction that matches the receipt.
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Multiple matches found
The receipt matches more than one transaction, so it wasn’t attached.
What can I do if Buddy incorrectly identifies a document?
Check the Action Logs by clicking the link in your Buddy email notification or by searching the Action Logs for "Buddy". The logs will show the reason for the issue, allowing you to address it and retry.
How can I track the status of my forwarded documents?
The Action Logs provide real-time updates on the processing status of your documents. You’ll find detailed records of all actions, whether successful or unsuccessful.
Support
Who do I contact for help?
Our support team is ready to assist you with any Buddy AI questions. Reach out to us at support@budgetly.com.au.
Can I get a personal demo of Buddy AI?
Absolutely! Contact your account manager to request a demo. They’ll guide you through Buddy’s features and show you how to make the most of its capabilities.