Expenses, from a photo of the receipt to a reconciled statement
Snap a photo of the receipt, drop in the PDF, or forward by email. Limitada uses AI to extract the data, splits VAT by rate, and suggests the SNC accounting code. Upload your bank statement (PDF or CSV) and Limitada automatically matches the clear cases, flagging what’s still missing a document.
A lot of the admin life of a Portuguese Lda lives in expenses: supplier invoices, receipts from small purchases, fuel, bank fees. All of it has to reach the accountant, organised and with VAT properly split. The bank statement, in turn, lists every outflow without context. Reconciling by hand, working out which statement line is which expense and what’s missing, is the kind of work nobody wants to do.
Limitada automates this by extracting data from receipts and bank statements and combining the two sources. What’s left, highlighted, is what needs your attention.
1. Upload or email
Drag PDFs and images of receipts into the Upload Expenses page, or pick them from your computer. Or, when it’s easier, forward the supplier’s invoice by email to your company’s dedicated address and the expense is created automatically. Email becomes just the intake channel, and the original PDF stays attached to the record. For what the law requires of the archive itself, see the guide on where to keep your company invoices.
2. AI extracts the data
Each file goes through AI extraction. Limitada identifies the supplier, NIF (tax ID), invoice date and number, currency, totals, and splits VAT by rate: 6% reduced, 13% intermediate, 23% standard. On expenses with multiple rates, each one keeps its own taxable base and VAT.
The SNC accounting code is suggested automatically based on the supplier and the expense (for example, 6241 Eletricidade for an electricity invoice, 6261 Rendas e alugueres for rent). Accept the suggestion or pick one of the alternatives shown.
Extraction confidence is visible on each expense. High-confidence extractions are marked “Ready”; the rest are marked “Needs review” for a quick confirmation. An expense extracted with low confidence shows a warning to review it carefully, especially the amounts and VAT.
3. Reconciliation with your bank statement (Pro)
Upload your bank statement as PDF or CSV. Limitada extracts each transaction and automatically links the unambiguous cases: an outflow with exactly the same amount and currency as a confirmed expense, dated within 5 days of it, with no other possible candidate on either side. The supplier isn’t checked, so it’s worth reviewing automatic links. Everything else stays “Unreconciled” for you to match manually (including split payments), justify, or ignore. Reconciliation is included in the Pro and Max plans. On the Free plan you can try expense extraction (10 a month).
You can also mark transactions as:
- Partial, when the linked documents do not yet explain the full outflow. A payment can be fully reconciled while its invoice still has an unpaid balance.
- Justified, for outflows without an invoice but with a valid reason: interest, bank fees, transfers between the company’s own accounts.
- Ignored, for transactions that don’t matter for the company’s books.
The header of the Reconciliation page shows, on one screen, how many transactions remain to reconcile and their total value. The direct answer to “where did the money go this month?”
For a worked example with partial payments and missing documents, read how to reconcile a bank statement with invoices and expenses.
Who benefits most
Companies with lots of small receipts (fuel, meals, small purchases), companies with several recurring suppliers, and sole managers of a single-member Lda who pay company expenses with personal cards and want to know, in seconds, what still needs to be justified. For the accountant, the result is a list of expenses already categorised and reconciled to the statement, ready to close the month.
Frequently asked questions
What files can I upload?
PDFs, JPGs, and PNGs, up to 100 files at a time, 20 MB per file. Invoices, receipts, and till slips all work. Bank statements are uploaded on the Reconciliation page, as PDF or CSV.
How does the AI extraction work?
Limitada uses an AI model that reads the file, identifies the relevant fields (supplier, NIF, dates, totals, VAT by rate) and suggests the right SNC accounting code. Extraction confidence is visible on each expense so you know which ones deserve a quick review.
What if the extraction is wrong?
You can edit any field manually in seconds. Each expense has the original PDF alongside for reference. Corrections are saved in the expense’s history.
Where is my data stored?
Files and extracted data live on servers in the European Union, encrypted in transit and at rest. Limitada is GDPR compliant.
Which bank statements are supported?
PDF statements from any bank, read by AI, and CSV files exported by your bank. If reading fails, finds no transactions, or comes back incomplete (a statement that’s too long), the statement is flagged for review. Otherwise, check the imported transactions before reconciling. If a statement can’t be read, get in touch at info@limitada.pt.
Can I email expenses to Limitada?
Yes. Each company has a dedicated email address for invoices and receipts. Forward the supplier’s invoice and the expense is created automatically, with immediate extraction.
How does reconciliation work?
Limitada compares every bank transaction with the documented expenses and automatically links the unambiguous cases (same amount and currency, dates within 5 days, a single candidate on each side; the supplier isn’t checked). Everything else stays Unreconciled for you to match manually, justify, or ignore. Available on the Pro and Max plans.
Can my accountant review the expenses?
Yes. On the Starter plan and above you can invite your accountant with controlled permissions. They see the expenses, the original PDFs, and the SNC categorisation without needing to email anyone; reconciliation status is visible on the Pro and Max plans.
Can I export my expenses?
Yes. Select your expenses and receive an email link (valid for 7 days) to download a ZIP with the original files and a CSV summary: date, supplier, NIF, invoice number, SNC account, subtotal, total VAT, and gross total.
Expense extraction is available on every plan, including Free. Bank reconciliation requires the Pro plan (10 €/mo) or Max.