Receipt capture and matching
Month-end starts with almost every card line already matched. A photo of the receipt from the van is all it takes.
Hours back
3
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Receipts sent the easy way
Staff text or WhatsApp a photo to one number, or forward email receipts to one address. No app to learn.
- 02
Details read from the photo
Supplier, date, total and tax are read off the photo. If the job isn't clear, a one-line reply asks which job it was for.
- 03
Matched to the card transaction
The receipt is matched to the right card or bank line and attached to it in the books.
- 04
Filed where your accountant can find it
A copy is saved to a folder by month and supplier.
- 05
Missing receipts chased weekly
Card payments with no receipt after a few days get a short text to the cardholder, instead of a long list at month-end.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Receipts that don't match a transaction, suppliers it hasn't seen before and anything that looks personal go to a person to check.
What it's worth
What those hours add up to.
3 hours a week, over 46 working weeks, is 138 hours a year. At $50 an hour, that’s
$6,900
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Fuel, materials and parts receipts live in glove boxes and jacket pockets. At month-end the bookkeeper sends a list of unexplained card payments, and the office spends a morning asking techs what they bought at the hardware shop three weeks ago.
What we build
- Receipts sent the easy way
- Details read from the photo
- Matched to the card transaction
- Filed where your accountant can find it
- Missing receipts chased weekly
A month in
Month-end opens with almost every card line matched, around 3 hours a week of receipt hunting is gone, and nobody spends a morning grilling the crew about last month's fuel.
Where matching trips up
A few cases need care. A receipt in another currency won't match the card amount, so it's matched on date and supplier instead. A hotel or deposit receipt can turn up weeks after the charge, so older lines aren't chased too hard. And any supplier we don't recognise gets flagged, in case it's a personal purchase on the business card.
FAQ
We already use Dext or Hubdoc. Does this replace it?
It doesn't have to. Dext and Hubdoc read receipts well, but they don't chase the tech who never sends one, and that's usually the bigger problem.
Can it tag receipts to jobs?
Yes. If you track costs by job, each receipt is tagged to its job so it shows up in your job costing.
More for finance & bookkeeping
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Bring this one to a free live build.
Thirty minutes on receipt capture and matching. We build its elf with you, live, and you keep it.