Receipt & Expense Intake
A photographed or emailed receipt becomes a structured, categorised expense row.
What it watches
Receipts arriving by email forward or app upload
What it does
Reads each receipt, categorises the expense, and posts it to your accounting system for review
When it asks a human first
Low OCR confidence, or a vendor it cannot categorise, holds the entry in a queue for your one-tap approval instead of posting a guess to the ledger. Anything left untouched in that queue for more than a few days surfaces again in a reminder digest rather than sitting silently, so an approval request never quietly ages out of sight the way a forgotten app notification would.
How it works
- 1Captures the receipt
Accepts a forwarded email or an app photo — no separate expense app to learn. The intake email works from any device that can send a photo, so a receipt grabbed in a taxi gets processed the same as one scanned at a desk.
- 2Reads the numbers
OCR extracts vendor, amount, date, and line items, cross-checked against currency and tax format. Line items matter here specifically because a single receipt split across two cost centres — say, a client dinner plus office supplies — gets extracted as two separate lines instead of one lump sum.
- 3Categorises the spend
Matches the vendor to a category from your chart of accounts, learning from your corrections over time. A vendor like a ride-share app that could plausibly sit under travel or client entertainment gets categorised the way your team actually books it, not a generic default.
- 4Posts for review
High-confidence entries post directly; anything uncertain waits in a one-tap approval queue instead of guessing. The threshold for what counts as high-confidence is tunable, so a founder who wants every entry eyeballed for the first month can dial it up, then loosen it once the categorisation proves itself.
- 5Archives the original
The receipt image stays attached to the ledger entry, so an audit never starts with "where is the receipt" — it's retrievable by vendor, date, or amount directly from the entry, not a separate folder someone has to remember to check.
What triggers it
- · A receipt is forwarded to a dedicated intake email
- · A receipt photo is uploaded through the mobile app
- · OCR confidence on a receipt falls below your threshold
- · A vendor name does not match any known category
What you get
- · A structured expense row posted to your accounting system
- · A categorised expense pending your one-tap approval when confidence is low
- · A monthly spend-by-category summary
- · The original receipt image attached and archived against the entry
Not the right fit if
Not for solo founders with a handful of receipts a month — that volume is faster to enter by hand than to set up an intake pipeline for. It's also not a fit for teams that need pre-purchase approval — a request-before-you-buy workflow rather than a capture-after-you-buy one — since this agent only ever processes a receipt that already represents money spent; it never blocks or approves a purchase in advance.
The math
At ~120 receipts/mo × 4 min, that is roughly 8 h/mo — an estimate, not a guarantee.
Frequently asked
It flags low-confidence reads for your quick approval rather than posting a guessed amount — accuracy over speed on uncertain entries.
Yes — it reads Persian-script vendor names and Toman figures alongside USD/EUR receipts in the same pipeline.
Yes — a receipt with matching vendor, amount, and date within a few days of another entry is flagged before it posts twice.
No — it removes the data-entry step. Categorisation rules, tax treatment, and the books themselves stay with your accountant.
Yes — a line item flagged as billable during categorisation is kept separate from internal spend so it can feed into your invoicing process (or the Invoice Chaser agent, if that client is billed on terms) instead of getting buried in the general ledger.
Ready to put receipt & expense intake to work?
Tell us about your setup and we'll confirm it fits within 48 hours.