Expenses, from a photo of the receipt to automatic reconciliation
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 and Limitada automatically matches what you paid against what you have documented, flagging anything missing.
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.
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. Everything filled by AI is clearly flagged so you always know what to validate.
3. Automatic reconciliation against your bank statement
Upload your bank statement as PDF or CSV. Limitada extracts each transaction and tries to match it to a documented expense (same supplier, same amount, close dates). Matches are marked “Reconciled”; the rest stay “Unreconciled”, outflows for which Limitada doesn’t yet have an invoice or receipt.
You can also mark transactions as:
- Partial, when one transaction covers several expenses, or several transactions cover one expense.
- 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?”
Who benefits most
Companies with lots of small receipts (fuel, meals, small purchases), companies with several recurring suppliers, and independent contractors who mix company and personal payments 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 (Millennium, CGD, Novobanco, Santander, Activobank, Revolut Business, etc.) and CSV files exported by your bank. If your bank is not yet supported, 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 automatic reconciliation work?
Limitada compares every bank transaction with the documented expenses (supplier, amount, date) and marks the matches as Reconciled. What doesn’t match stays Unreconciled so you can see in seconds where documentation is missing.
Can my accountant review the expenses?
Yes. On the Pro plan you can invite your accountant with controlled permissions. They see the expenses, the original PDFs, the SNC categorisation, and the reconciliation status, without needing to email anyone.
Can I export expenses to Excel?
Yes. Categorised expenses can be exported to CSV at any time, with VAT already split by rate and the SNC account attached.