📊 Adding Entries to GrantKeeper Tables

After you've uploaded your documents to GrantKeeper, the next crucial step in your grant management process is adding those documents as entries to your tables. Each entry represents an expense that you can track, categorize, and include in your grant reports.

⚡ Why GrantKeeper Makes Entry Creation Effortless

GrantKeeper transforms the traditionally tedious process of expense entry into a streamlined, intelligent workflow:

• 🤖 Automatic Data Extraction - Our AI extracts dates, amounts, vendors, and more from your documents automatically
• ✍️ AI-Generated Descriptions - We generate justifications for your purchases that satisfy grant requirements
• ⌨️ Keyboard Shortcuts - Power through entries using Shift+Enter to move to the next step
• 🔍 Duplicate Detection - Avoid double-counting expenses with automatic identification of previously recorded items
• 📚 Bulk Processing - Select multiple documents to process them in sequence with a single workflow
• 💱 Currency Conversion Evidence - Automatically generate and attach currency conversion documentation
• 👁️ Document Viewer - View your source documents side-by-side with the entry form for easy verification

Let's explore how to make the most of these features through our intuitive four-step process.

🔄 Understanding the Entry Creation Process

GrantKeeper's entry creation workflow is divided into four logical steps:

1. 🧾 Invoice Evidence - Select the document(s) that serve as evidence for this expense
2. 📝 Entry Details - Verify the automatically extracted information
3. 💰 Currency & VAT - Confirm conversion rates and VAT calculations
4. 💳 Payment Info - Add payment methods and status

🧾 Step 1: Invoice Evidence

Start by selecting the document(s) that support your expense:

1. Navigate to your desired table and click "Add Entry"
2. Choose from your previously uploaded documents or upload new ones directly
3. Select multiple documents for batch processing if needed
4. Click "Next Step" (or use Shift+Enter) to proceed

💡 Pro tip: While you select documents, GrantKeeper is already working in the background to extract information, preparing to populate fields in the following steps.

📝 Step 2: Entry Details

In this step, you'll see most fields already populated from your document:

1. 📅 Date - Pre-filled from your invoice
2. 🏢 Vendor - Extracted from your document
3. 👤 Purchaser - Often detected from document context
4. 📋 Description - AI-generated justification for the expense
5. ✅ For Work - Pre-selected for business expenses

Simply verify the extracted information is correct and make any necessary adjustments. The AI-generated descriptions are specifically crafted to satisfy grant justification requirements, saving you the effort of writing them yourself.

💰 Step 3: Currency & VAT

For international expenses, GrantKeeper simplifies compliance:

1. 🌐 Original Currency - Detected from your document
2. 💷 Cost - Extracted amount in original currency
3. 📊 Conversion Rate - Auto-populated based on the document date
4. 💹 Total GBP - Automatically calculated
5. 🧮 VAT Settings - Pre-filled based on document analysis

The system also offers to generate conversion evidence documentation that meets Innovate UK requirements, saving you from manually creating these records.

💳 Step 4: Payment Info

Complete your entry with payment details:

1. 💸 Purchase Method - Select how the expense was paid
2. ✓ Invoice Paid - Indicate payment status
3. ↩️ Reimbursement Status - Track reimbursement if applicable
4. 🏆 Grant - Attribute to specific grant funding

After completing all fields, click "Create Entry" (or use Shift+Enter) to save and continue to the next document if processing multiple items.

🧠 Smart Features That Save Hours of Work

🔄 Duplicate Detection

One of GrantKeeper's most valuable features is its ability to prevent double entries. When you select a document:

1. The system checks across all tables for similar entries
2. If potential duplicates are found, you'll see details about when and where they were previously recorded
3. You can then decide to proceed with the entry or skip to the next document

This cross-table detection ensures you never accidentally claim the same expense twice.

📚 Multi-Document Processing

When you select multiple documents in Step 1:

1. After completing an entry, you'll automatically proceed to the next document
2. A progress indicator shows your position in the batch
3. The "Skip Invoice" button allows you to bypass any document in the sequence
4. You can delete documents directly from the entry form if they're not relevant

This makes processing an entire month's worth of expenses efficient and painless.

👁️ Document Viewer Integration

While filling out the form, the relevant document appears side-by-side, allowing you to:

• 🔍 Verify extracted information against the source
• 🔎 Zoom and pan to examine details
• 🏷️ See document tags for additional context

⭐ Best Practices for Maximum Efficiency

For the most streamlined grant expense management:

1. ⌨️ Use keyboard shortcuts - Shift+Enter moves to the next step or submits the form
2. 📋 Process in batches - Select similar documents to process together
3. ✅ Trust but verify - The AI extraction is highly accurate, but a quick verification ensures perfection
4. 🏷️ Add relevant tags - Use tags on your documents before entry creation for better organization

🎯 Final Thoughts

By automating the most time-consuming aspects of expense entry, GrantKeeper lets you focus on what matters—your innovative work rather than administrative paperwork. The careful attention to grant-specific requirements ensures your financial records will satisfy auditors and grant providers with minimal effort on your part.

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Ready to experience the efficiency of intelligent entry creation? Head to your GrantKeeper dashboard now and see how much time you can save. 🚀