Start with the receipt and the right rental
Open Ask Kevin in your workspace and upload a PDF, JPG, PNG, or HEIC receipt. Use a readable document or clear photo so the vendor, date, and total are visible. Your original document remains the source you check against.
Tell Kevin which property the receipt belongs to. Include the unit if the cost belongs to a particular unit. A contractor’s invoice address can differ from the rental address, so give Kevin the assignment rather than assuming he can infer it.
- Upload the receipt using Upload in Ask Kevin.
- Add a message such as: ‘Log this receipt for 147 Heritage Place, Unit 1.’
- Keep your original receipt available while you review the proposed expense.
Let Kevin prepare the expense details
Kevin extracts readable information such as the vendor, total amount, receipt date, description, and category. He prepares an expense for review and asks for context that is missing or unclear.
You can also ask Kevin to log an expense without an attachment. Provide the property or unit, amount, date, vendor, and what you paid for. Include a category if you know it; a receipt is useful supporting evidence when available.
Review the record before it reaches your books
Check the prepared amount against the receipt total, including any tax shown. Verify the vendor and date, then check the property, unit, category, and description. Correct the preview before confirming if anything differs from the source.
Uploaded receipts are prepared for confirmation; uploading by itself does not complete the expense. When the details are ready, confirm the action to record the expense. If Kevin needs more information, provide it before continuing.
- Correct rental property and unit.
- Correct total, currency, receipt date, and vendor.
- A description that explains the actual purchase.
- A category you have reviewed against the transaction.
Example: a repair-supply receipt
For an illustrative $84.20 receipt, you might write: ‘Add this repair-supply receipt to Unit 2 at my Heritage Place property.’ Kevin prepares the readable details. If your workspace contains similar property names, choose the correct property rather than approving an ambiguous match.
Check that the proposed $84.20 agrees with the receipt and that the description reflects the supplies you bought. Confirm only after the assignment and details are correct. This example shows the review process; it is not a guarantee of a particular parsing result.
What happens when information is missing?
A blurry receipt, unclear date, or missing property can leave Kevin needing your input. Check Kevin activity for requests requiring review and supply the missing facts. Do not guess at unreadable amounts merely to finish the entry.
Keep action allowances in mind: Starter includes 10 lifetime Kevin trial actions, while paid plans include monthly allowances. Your workspace shows your remaining actions. Read the current pricing page before choosing a plan.
Prefer forwarding invoices from your inbox?
Email forwarding is a separate option for receipts and invoices. With automatic logging enabled, eligible clear emailed receipts can be recorded while you are away. Missing or uncertain details still wait for your review.
Expense organization does not decide deductibility or current-versus-capital treatment. Kevin’s prepared category is something to review, not a tax ruling. Keep the source document and consult a qualified professional when classification needs advice.