Documentation

1. Getting Started

System Requirements

Installation

1. Download the latest SyncXP.dmg from your purchase confirmation page or from .
2. Open the .dmg file — a window will appear with the SyncXP icon and your Applications folder.
3. Drag the SyncXP icon into the Applications folder.
4. Eject the disk image and launch SyncXP from Applications or Spotlight.
5. On first launch macOS may display a security prompt — click Open to continue.

First Launch & Setup

1. On first launch, SyncXP will prompt you for your software activation key (SWXP-XXXXX-…). Paste the key from your purchase confirmation email and click Activate. This locks the licence to your Mac.
2. Navigate to App Settings and enter your company and user details — these will populate your expense reports.
3. Customise your categories and payment cards to tailor your reports.
4. Paste your AI scanning licence key (SXPK-XXXXX-…) under App Settings → AI Receipt Scanning. SyncXP checks it automatically and confirms with "Connected — N scans remaining".

2. Scanning Receipts

How to Scan

1. Click New Expense in the sidebar.
2. Choose your source: Camera (take a photo), File (import a receipt — JPEG, PNG, HEIC, WebP or PDF), or Drag & Drop a file directly onto the scan area.
3. SyncXP sends the image to the AI engine and returns results within a few seconds.
4. Review the extracted data — make any corrections — then click Save.

What Gets Extracted

• Date
• Description
• Net amount (excluding VAT)
• VAT amount (where shown on receipt)
• Payment card (where shown)
• Suggested expense category

Tips for Accurate Scans

• Photograph receipts on a flat, dark surface with good lighting.
• Ensure the full receipt is in frame — avoid cutting off the top or bottom.
• For crumpled receipts, flatten them before scanning.
• Faded thermal receipts scan best when photographed at an angle to reduce glare.
• PDF receipts from email produce the most accurate results.

3. Managing Expenses

The Expense Log

All scanned and manually entered expenses appear in the Expense Log. You can sort by date, amount, merchant, or category. Use the search bar to find a specific entry, or apply filters to narrow results by date range, category, or project.

Categories

SyncXP includes a set of standard categories: Subsistence, Parking & Tolls, Vehicle Fuel, Install Parts, Travel and Others. The AI assigns a suggested category to each scanned expense, which you can accept or override. To add your own, go to App Settings → Categories.

Projects & Clients

Expenses can be tagged to a project or client, making it straightforward to separate costs when working across multiple engagements. Tags are optional and can be added at scan time or edited later. Projects are created under Settings → Projects.

Editing an Entry

Click any expense in the log to open the detail view. All fields — merchant, date, amount, VAT, category, notes — are editable. Changes are saved automatically when you close the detail view.

4. Tokens & Top-Ups

Checking Your Balance

Your remaining scans are shown under App Settings → AI Receipt Scanning (for example, "1,180 scans remaining"). SyncXP re-checks the balance automatically each time you open this section, and one token is used per successful receipt scan.

Low Balance Notifications

SyncXP emails you when your scan balance runs low, so you have time to top up before you run out. The reminder is sent once per top-up cycle to the email address on your account.

Purchasing a Top-Up

1. Visit the SyncXP website and select Additional AI Tokens — £10.
2. Enter your existing AI scanning licence key when prompted, then complete payment via Stripe.
3. 1,200 tokens will be added to your key within a few minutes and a confirmation email sent.
4. Open SyncXP — your balance refreshes automatically; if it hasn't updated, re-open App Settings → AI Receipt Scanning to re-check.

5. Reports & Exports

Generating a Report

1. Click Reports in the navigation bar.
2. Set your date range — choose a preset (this month, this quarter, this tax year) or enter custom dates.
3. Optionally filter by category, project, or client.
4. Click Generate to preview the report.

Export Formats

You can also Save to Sync XP to send the report straight into the Sync XP/Reports folder in your connected cloud.

VAT Returns

The PDF report includes a VAT summary table breaking down input tax by category. This is formatted to give your accountant everything they need for a quarterly VAT return. Ensure receipts include a VAT number and the AI has correctly extracted the VAT amount before generating a VAT report.

6. Syncing Between Devices

SyncXP keeps your Mac and iPad in step through your own cloud (Dropbox or OneDrive). Your data never passes through our servers — it stays in your cloud storage, under your control. Syncing is manual: you choose when to Push and Pull.

Connecting a cloud

On each device, go to App Settings → Sync and connect Dropbox or OneDrive. Use the same cloud account on every device you want to keep in sync.

Push & Pull

• Push merges this device's data into your cloud.
• Pull merges the cloud copy into this device.

Both operations merge — they never delete. A report that exists on one device is always kept and combined with the other's; where the same item exists on both, the most recent edit wins. Before every Pull, SyncXP saves a timestamped safety backup to Sync XP/Backups, so your data is never lost.

The Sync XP folder

Everything lives in a single master folder in your cloud (default name Sync XP), containing App Data (your records), Receipt Storage (receipt images) and Reports (exports you save from the app). This folder is created automatically the first time any device connects — you don't need the SyncXP Snap app. If it already exists, it is reused, not duplicated.

Important: use the same sync-folder name on every device (the default Sync XP is recommended). If one device uses a different name it will sync to a separate folder and your devices won't see each other's data. Dropbox note: if your Dropbox connection is app-folder scoped, the folder lives inside Apps/ rather than your Dropbox home.

What gets synced

Expenses, reports, receipt images, your profile and photo, your scan key, custom categories and currency. Each device still activates its own software licence.

7. Troubleshooting

App Won't Open

If macOS blocks the app with "cannot be opened because the developer cannot be verified", go to System Settings → Privacy & Security, scroll down to the security section, and click Open Anyway next to the SyncXP entry.

Scan Failed or Receipt Not Recognised

• Check your internet connection — scanning requires an active connection.
• Ensure the receipt image is clear and well-lit (see scanning tips above).
• Try importing the receipt as a PDF rather than a photograph.
• If the problem persists, enter the expense manually using the + Manual Entry option.

Token Balance Not Updated After Purchase

Top-ups are usually credited within two minutes. If your balance hasn't updated after five minutes, re-open App Settings → AI Receipt Scanning to re-check. If it still hasn't changed, contact support with your order confirmation email and we will credit the tokens manually.

Reinstalling Without Losing Data

Your scan token balance is tied to your AI scanning licence key, not the local installation. Uninstall SyncXP by dragging it to the Trash, then reinstall from your purchase confirmation page or . Re-enter your activation key and AI scanning licence key and your balance will be restored.

API Key Troubleshooting

If the connection test fails, work through the following checks:

• Invalid key error — Double-check you have copied the full API key with no leading or trailing spaces. Keys are case-sensitive.
• Connection timed out — Check your internet connection and ensure no firewall or VPN is blocking outbound HTTPS traffic on port 443.
• Key not recognised — Your API key is tied to your registered email address. Ensure you are signed in to the correct account under Settings → Account.
• Expired or revoked key — API keys can be regenerated at any time. Contact support@syncxp.co.uk to request a new key.

Still Stuck?

If your issue isn't covered here, email support@syncxp.co.uk with a description of the problem and your account email address. We aim to respond within one business day.