AI cost import from Excel

When to use Excel instead of PDF#

• Your accountant gives you a monthly export to Excel (e.g., Pohoda, Money S3).
• You have your own spreadsheet with costs you created manually.
• You got a CSV bank statement.

Margly accepts .xlsx, .xls, and .csv. The AI can handle various column structures — you don't have to rename them to specific headers.

Procedure#

1. 1

   Open the Costs section

   Costs → Cost import (Excel) → Upload file.

2. 2

   Select the Excel

   We support .xlsx, .xls, .csv. Maximum size 10 MB. If you have multiple sheets (tabs), the AI processes the active sheet.

3. 3

   Specify month/year (if unclear from the spreadsheet)

   When the AI can't derive the date from the Excel cells (e.g., "Costs January" without a year), Margly will ask.

4. 4

   AI extracts the rows

   Takes 10–30 seconds. The AI displays the extracted data in a table — item, category, quantity, price, VAT.

5. 5

   Review and save

   If the AI miscategorized something (e.g., "Postage" as "Logistics" instead of "Marketing"), click and fix it.

What the AI can handle#

• Various column structures — you don't need exact names "Item, Price, VAT". The AI recognizes from context.
• Merged cells — partially. If you have a lot of merging, results will be worse.
• Multi-currency columns — if the Excel contains both EUR and CZK, the AI splits them.
• Monthly / yearly headers — the AI estimates the period from them.

What the AI cannot handle#

• Excel with macros (.xlsm) — remove macros before uploading.
• Excel with formulas that rely on external data — export the values manually.
• A scanned Excel as an image inside Excel — that's not Excel, it's an image. Use PDF import.

Limit per plan#

Excel import shares the monthly limit with PDF import:

Trial: 50 imports (like Business).

Common problems#

"The Excel is empty"#

• The active sheet is empty, data is in another sheet. Switch to the correct one in Excel and save again.

"AI categorizes incorrectly"#

• The AI uses item names to estimate the category. If you have cryptic names ("Inv. No. 25/2026"), the AI can't tell whether it's logistics or marketing.
• What to do: after import, click and correct. Bulk correction (check 5 rows → change category for all of them) works in Margly.

Currency missing#

• The AI defaults to the e-shop's default currency. If you have multi-currency costs, correct manually.

What's next#

• PDF import — for original invoices from suppliers
• Manual entry — for one-off small items
• Understanding margins — how Margly counts costs