Expenses

Expenses

Expenses are the business costs that are not product orders. Subscription renewals, software tools, prep and shipping services, vendor invoices, anything you pay for that is not stock. Seller Oracle pulls these out of your emails automatically, the same way it reads your purchase confirmations, so the costs land in your records without you keying them in.

The expenses list

Expenses are shown in a paginated table, 25 per page, newest first by payment date. Each row carries the data Seller Oracle extracted from the email:

• Date: the payment date, or the date the email was imported if no payment date was found.
• Vendor: who you paid.
• Description: what the charge was for, where the email said.
• Amount: the charge in the vendor's currency. For foreign-currency charges, a home-currency figure appears next to it (see Foreign-currency amounts).
• Recurring: a badge that marks charges Seller Oracle detected as a recurring subscription.
• Review: a badge on any expense flagged for review.

Click any row to open the expense's detail page.

Filtering

Above the list is a Reviews dropdown. It filters to expenses that need review or have been resolved, or shows everything. Use Clear to reset it.

The Recurring badge

When an extracted charge looks like a recurring subscription, the expense gets a Recurring badge in the list and a Recurring row on its detail page showing a Yes/No badge. This is Seller Oracle's read of the email, not a rule you set. It helps you spot the monthly and annual costs that repeat versus the one-off purchases.

Foreign-currency amounts

When an expense is in a currency other than your home currency, the Amount column shows a second, smaller figure in your home currency.

The tilde matters. A figure like ~£25 is an estimate, converted from the daily exchange rate. Once you enter the real amount your bank charged, the tilde disappears and the number is the settled amount you typed. So a tilde means "approximate, from the rate", and no tilde means "this is the actual amount you paid". This is the same convention used on orders, covered in full under multi-currency.

Expense detail

Click an expense to open its detail page. It holds everything Seller Oracle extracted, and the money fields are editable.

The detail panel

The panel lists the vendor, vendor domain, description, amount, currency, payment date, payment method, invoice number, and whether the charge is recurring. Fields that were not in the email show a dash.

• Amount and Currency are editable inline. Click the pencil next to the value, change it, and save. The supported currencies are GBP, EUR, and USD.
• Settled is shown only for foreign-currency expenses, in your home currency. This is the estimated conversion until you type the real amount your bank charged. A tilde marks the estimate. Type your figure in the field and click Save, and the tilde goes. Clearing the field leaves the settled amount blank.

Needs review banner

Seller Oracle reads your emails with AI. Most extractions are clean, but some are not, and the app tells you when it is unsure rather than letting a wrong number sit silently in your records.

When an extraction looks off, the expense is flagged for review and a Needs Review banner sits at the top of its detail page. The banner lists the specific reasons the AI was unsure and, where available, a short summary of what it decided. Check the figures against the linked email, fix anything that is wrong, then click Mark Reviewed. The banner clears and the Review badge comes off the expense in the list.

You can pull up everything flagged with the Reviews filter on the list. Resolved expenses stay in your records and can be found again with the Resolved option in the same filter. The flagging works the same way as it does on orders, covered under accuracy and review.

Correction history

Every edit you make to the amount or currency is recorded. The Correction History panel at the bottom of the page logs each change with the field, the old value, the new value, who made it, and when. It is a full audit trail, so corrected records stay trustworthy.

Email trail

The email Seller Oracle read to create the expense is listed under Email Trail, with its date, sender, and subject.