Overview
AI is built into every paid Beeswax plan. There's nothing to switch on, no API key and no add-on: when you send Beeswax a document or ask it to process your bank feed, the AI does the reading and suggests the bookkeeping, and you review the result.
| Plan | Built-in AI |
|---|---|
| Paid plans | Included, with no document cap |
| Trial | Included, up to 30 AI-processed documents for the whole trial |
| Free | Not included |
A document is one supplier invoice, receipt or bank statement read by the AI. The Subscription page shows how many of the trial's 30 you've used. When they're gone, forwarded and uploaded documents are logged as failed, and you can retry them after subscribing.
Where the AI is used
- Supplier invoices and receipts — Forward them to your account's email address, upload them on the Uncategorized Expenses page (or drop them anywhere on it), send them from the iPhone app, or post them through the API. The AI reads each one and creates a Draft Expense. See Incoming Expenses.
- Bank statements — A statement uploaded for a reconciliation is read by the AI and matched against your records. See Bank Reconciliation.
- Bank feed allocations — The AI suggests a match or a category for bank lines that your existing records don't explain. See Bank Feed Allocations.
- Xero imports — When you import a Xero chart of accounts, the AI suggests how each Xero account maps to yours.
- Meeting recordings — Recordings from the iPhone app are transcribed and summarised.
- Help assistant — Answers questions about the page you're on.
Your forwarding address
Your account's forwarding address is shown in the header of the Uncategorized Expenses page, with a button to copy it. Forward supplier invoices to it from your email, or set up an automatic forwarding rule with your email provider.
Choosing accounts and tax
For each line on a supplier invoice, the AI picks the expense account and tax from your chart of accounts and from how you've booked that supplier before. Everything it creates is a draft: check the details and change anything before you finalise it.
To keep an account out of the AI's choices, turn off its AI switch on the Chart of Accounts page.
Your data is never used to train AI
Beeswax's AI runs on Google's paid Gemini API, the business service, not the free consumer one. That matters, because the two come with different promises:
- No training. Google doesn't use your documents, your transactions or the AI's answers to train or improve its models.
- Google is our processor. It handles your data on our behalf under its data processing terms, and only to produce the result you asked for.
- Kept briefly, for one reason. Google keeps a copy of each request for 55 days, only to detect abuse of its service, and then deletes it. In that time only authorised Google staff reviewing a suspected policy violation can see it.
- Recordings don't linger. A large meeting recording is uploaded to Google's temporary file store, and Beeswax deletes it as soon as the transcript is ready.
- Your copy stays yours. The original document and the result stay in Beeswax, under our privacy policy.
The AI only runs on what you send to Beeswax or ask it to process. If you'd rather a document wasn't read by AI, enter it by hand instead.
Read Google's own terms: Gemini API Additional Terms and data retention. Our Privacy Policy covers the rest.
AI output can be wrong. Always review it before relying on it.