Receipts Management

Overview#

The receipts management system provides supporting documentation for employee expenses. It automates receipt collection for corporate card transactions, validates uploaded receipts against transaction data, and tracks compliance across the organization.

Key Features:

• Automatic collection -- Receipt requests created automatically when card transactions are imported
• Three upload channels -- Email reply, Claude conversation, or admin dashboard
• OCR validation -- Extracted receipt data validated against the original transaction
• Agent-managed reminders -- Configurable reminder schedule at 3, 7, and 14 days
• GL independence -- Expense posting happens immediately; receipts are collected asynchronously

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Types of Receipts#

Corporate Card Receipts#

Receipts for transactions made with company-issued cards. These are automatically requested when card transactions are imported. The system validates extracted data (merchant, date, amount) against the transaction record.

Petty Cash Receipts#

Receipts for cash expenses reimbursed to employees. These are not linked to card transactions and are submitted as part of expense claims.

Travel Receipts#

Receipts for travel-related expenses including hotels, flights, and meals during travel. These may be linked to travel expense reports and can include mileage claims.

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Receipt Collection Flow#

When corporate card transactions are imported, the system automatically:

1. Posts the GL entry -- Expense debited, Card Clearing credited (expense recognized immediately)
2. Creates a receipt request -- Assigned to the cardholder
3. Sends notification email -- Includes transaction details and three upload options
4. Sends reminders -- At 3, 7, and 14 days if no receipt is received

Timeline#

Day 0:   Transaction occurs
Day 0:   GL entry posted (expense recognized immediately)
Day 0:   Receipt request created, email sent to cardholder
Day 3:   First reminder (if no receipt received)
Day 7:   Second reminder
Day 14:  Final reminder
Day 14+: Request expires, transaction flagged as "missing receipt"

Expenses are recognized in the general ledger as soon as the card transaction is imported. Receipt collection is an asynchronous compliance process that does not block or delay expense recognition.

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Upload Channels#

Channel 1: Email Reply#

The simplest option. The employee replies to the receipt request email with the receipt image or PDF attached.

Employee replies to receipt request email with attachment
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    v
Agent extracts receipt from email attachment
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    v
OCR validates amount, date, and merchant
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    v
Receipt linked to card transaction
    |
    v
Request marked as completed

Channel 2: Claude Conversation#

The employee clicks the Claude link in the notification email and uploads the receipt image in a conversation.

Employee opens Claude with context link
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    v
Uploads receipt image or PDF
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    v
Claude extracts receipt data via vision
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    v
Receipt uploaded and attached to transaction
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    v
Agent validates and links to card transaction
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    v
Request marked as completed

Channel 3: Admin Dashboard#

The employee clicks the dashboard link and uploads via a web form with drag-and-drop support.

Employee opens card transaction receipt page
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    v
Uploads file and adds business purpose description
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    v
Receipt linked to card transaction
    |
    v
Request marked as completed

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OCR Validation#

When a receipt is uploaded, the system extracts data using OCR and validates it against the original card transaction.

Validation Rules#

Receipts that pass all checks are automatically linked. Those that fail one or more checks are flagged for manual review by the finance team.

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Reminder Schedule#

The default reminder schedule sends automated notifications to employees who have not yet submitted a receipt:

The reminder schedule is configurable per organization. After the final reminder, the request expires and the transaction is flagged as "missing receipt" in compliance reports.

Reminders are sent on weekdays at a configured time (default: 9 AM in the organization's timezone).

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Receipt Status Tracking#

Every card transaction has a receipt status that tracks compliance:

Finance teams can filter and report on receipt status to monitor compliance across the organization.

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GL Posting Independence#

Corporate card transactions follow a two-phase approach:

Phase 1: Expense Recognition (Immediate)

When the card transaction is imported:

Expense Account debited       $125.00
Card Clearing Account credited $125.00

Phase 2: Card Statement Settlement (Monthly)

When the card statement is paid:

Card Clearing Account debited  $X,XXX.XX
Cash credited                  $X,XXX.XX

Receipts provide supporting documentation for expenses that are already posted. If a receipt is never provided, the transaction is flagged as "missing receipt" in reports, but the GL entry remains unchanged.

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Common Scenarios#

Scenario 1: Standard Card Transaction#

1. Employee makes a purchase with a corporate card
2. Transaction is imported automatically
3. GL entry posts, receipt request is created
4. Employee receives email with upload options
5. Employee replies to email with receipt photo
6. OCR validates the receipt, links it to the transaction
7. Request completed

Scenario 2: Upload via Claude#

1. Employee receives receipt request notification
2. Opens Claude conversation with the provided link
3. Uploads the receipt image
4. Claude processes and attaches the receipt
5. Agent validates and links to the card transaction
6. Request completed

Scenario 3: Missing Receipt Review#

Finance reviews all pending receipt requests:

• Filter by status "pending" to see outstanding requests
• View employee details, transaction info, and reminder history
• Decide whether to send additional reminders, waive the requirement, or escalate

Scenario 4: Request Expiration#

After 14+ days with no receipt:

• Request status changes to "expired"
• Transaction is flagged as "missing receipt" in reports
• The GL entry is unaffected

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Best Practices#

1. Let the system handle collection -- Receipt requests and reminders are automatic. Avoid creating duplicate manual requests for card transactions.
2. Use OCR validation -- Always validate extracted receipt data against the transaction to catch mismatches early.
3. Configure reminder schedules per organization -- Different businesses have different compliance requirements.
4. Do not block GL posting on receipts -- Expenses should be recognized when they occur. Receipts are supporting documentation collected asynchronously.
5. Monitor receipt compliance -- Use the receipt status field to generate missing-receipt reports for audit preparation.
6. Handle prepaid expenses separately -- Subscription and prepaid expense amortization is managed through the unified transaction system, not receipt management.