Frequently Asked Questions

Everything you need to know about Rex AI

What is Rex AI?

Rex AI is an intelligent receipt processing and management system that helps you manage your expense receipts more efficiently. It automatically extracts information from receipts using AI, validates them against BIR compliance requirements, and organizes them in Google Drive and Google Sheets.

With Rex AI, you can upload receipts, automatically extract merchant names, amounts, dates, and other details, verify BIR compliance, and track all your transactions—all without manual data entry.

Key Features

AI-Powered Receipt Processing

Upload receipts and let Google Gemini AI automatically extract:

  • Merchant/store name
  • Transaction amount (excluding convenience fees and tips)
  • Date and time
  • Payment method (Gcash, Cash, Credit Card, Debit Card)
  • Transaction/reference numbers
  • Receipt category (Electric Bill, Internet Bill, Utilities or Phone, Gas or Toll or Airfare, Meals reimbursements - Director and Executives only)

The AI can read low resolution images and can flag tampered receipts. You can take a picture and process receipts directly using your mobile phone.

BIR Compliance Validation

Automatically validates receipts against BIR RMC No. 77-2024 requirements:

  • BIR Permit/Authority to Print (PTP/ATP) verification
  • Business name and address validation
  • Receipt label verification (Invoice/Official Receipt)
  • Seller's TIN validation
  • POS machine and PTU verification for tape receipts

Visual indicators show compliance status, helping you identify valid receipts for expense claims.

Multiple Receipt Types

Support for different receipt categories:

  • Regular Receipt: Gas/Toll/Airfare, Meals (Director and Executives only), Internet Bill
  • Electric Bill: Requires SOA (Statement of Account) upload with address verification
  • Utilities or Phone: Water, Phone, Cable/Satellite TV, Trash, Gas (LPG), Mobile/data load

Each receipt type has specific validation rules and requirements to ensure accurate processing.

Google Drive Integration

Automatic receipt storage and organization:

  • Receipts automatically uploaded to Google Drive
  • Organized folder structure by year, quarter, and month
  • SOA files stored separately for electric bills
  • Direct links to view receipts from the transaction list

All receipts are securely stored and easily accessible for future reference.

Google Sheets Integration

Automatic transaction logging to Google Sheets:

  • Each user has their own Google Sheet for transactions
  • Sheets organized by year
  • Automatic data synchronization
  • Direct access from the transactions page

Track all your expenses in a familiar spreadsheet format with automatic updates.

Quarterly Cut-off Management

Configurable cut-off periods based on position level:

  • Different cut-off periods for Supervisor, Manager, Director, and Executive levels
  • Automatic validation of receipt dates against current cut-off period
  • Monthly cut-off date tracking
  • Visual indicators showing current cut-off period

Ensures receipts are submitted within the correct time window for expense claims.

Address Verification for Electric Bills

Automatic address matching for electric bills:

  • Extracts service address from SOA (Statement of Account)
  • Compares with registered HRIS address
  • Visual indicator showing address match status
  • Helps ensure electric bills are for the correct service address

Prevents submission of electric bills for incorrect addresses.

Transaction Management

Comprehensive transaction tracking and management:

  • View all your transactions with search and filters
  • Filter by year, month, category, and search terms
  • Pagination for large transaction lists
  • Total amount calculation based on filters
  • Series number tracking for each transaction

How It Works

1

Select Receipt Type

Choose between Regular Receipt, Electric Bill, or Utilities or Phone before uploading.

2

Upload Receipt

Upload your receipt image (PNG, JPG, PDF, HEIC). For Electric Bills, also upload the SOA (Statement of Account).

3

AI Processing

AI automatically extracts receipt information, validates BIR compliance, checks cut-off periods, and verifies addresses (for electric bills).

4

Review and Save

Review the extracted information, make any necessary corrections, and save. The receipt is automatically stored in Google Drive and logged to Google Sheets.

Common Questions

What receipt types are supported?

Rex AI supports three main receipt types: Regular Receipt (for gas, toll, airfare, meals - Director and Executives only, internet bills), Electric Bill (requires SOA upload), and Utilities or Phone (water, phone, cable, trash, LPG, mobile load). Each type has specific validation rules to ensure accurate processing.

Do I need to upload SOA for Electric Bills?

Yes, SOA (Statement of Account) upload is required for Electric Bill receipts. The system uses the SOA to verify that the service address matches your registered HRIS address. For Utilities or Phone receipts, SOA upload is optional but recommended.

How does BIR compliance checking work?

The AI automatically checks receipts against BIR RMC No. 77-2024 requirements, including PTP/ATP numbers, business information, TIN, and receipt format. The system displays a visual indicator showing whether the receipt is BIR-compliant or not.

What happens if my receipt date is outside the cut-off period?

The system validates receipt dates against your current quarterly cut-off period based on your position level. If a receipt is outside the valid period, you'll receive an error message. Admins can use the "Bypass Validation" option for testing purposes.

Can I edit transaction information after saving?

Regular users can view their transactions, but editing is typically restricted. Admin users have full CRUD capabilities to manage all transactions across the system.

What file formats are supported?

Rex AI supports PNG, JPG, PDF, and HEIC/HEIF image formats. The system can process receipts up to 10MB in size. For best results, ensure your receipt images are clear and all text is readable.

How are receipts organized in Google Drive?

Receipts are automatically organized in Google Drive by year, quarter, and month. Each user has their own folder structure, and receipts are stored with descriptive filenames. SOA files for electric bills are stored separately.

Can I take a picture of my receipt with my phone?

Yes! You can take a picture of your receipt directly with your mobile phone and upload it. The AI can read low resolution images and will automatically flag any tampered receipts to ensure data integrity.

What is a series number?

Each saved transaction receives a unique series number (e.g., RCP-000001) for tracking and reference. Series numbers help identify transactions in Google Sheets and for administrative purposes.

Who can upload receipts?

Receipt upload is available for Supervisor level and above. Staff members cannot upload receipts unless they are also Administrators. This restriction helps ensure proper expense management and compliance.