Matching receipts to card transactions

The problem

Card transactions pile up without receipts. At month end someone hunts through email and phone photos to match them, and expense reports are late.

What SI does

SI reads receipts from a forwarding inbox or shared folder, matches them to transactions by amount, date and merchant, suggests a category from past coding, and builds a missing-receipts list per cardholder. It can also assemble a simple expense report for staff who pay out of pocket.

Examples

The same job looks different in different businesses. These are illustrations, not client results.

• Electrical contractor

  Fuel and hardware-store receipts snapped by field crews are matched to the company cards, and each crew lead gets a short list of what is missing.

• Consulting firm

  Travel receipts from a client trip are matched and grouped into an expense report ready to be billed back to the client.

• Nonprofit

  Program staff purchases are matched and coded to the right grant so grant reports are easier at quarter end.

What it takes to set up

Card transaction feed or export, a receipts inbox or folder, and the chart of accounts. Setup is often a few days.

Try it yourself

Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.

Match these card transactions [export] to the receipts in [folder/inbox]. Match on amount, date (within [3] days) and merchant. Suggest a category using this past coding [file]. List unmatched transactions by cardholder, and flag anything unusual. Pause and show me before sending, submitting, posting or changing anything.