Receipt Collection

Receipt collection bridges the gap between card transactions and audit-ready documentation. AI-native ERP automates the entire receipt workflow -- from requesting receipts when transactions are imported, through collection via multiple channels, to validation against the original transaction data.

Automatic Receipt Requests#

When corporate card transactions are imported into the system, receipt requests are created automatically. Each request is assigned to the cardholder who made the transaction and includes the transaction details (merchant, amount, date) so the employee knows exactly which receipt to provide.

The request is sent via email with clear instructions. Employees can reply directly to the email with their receipt attached, upload it through the admin dashboard, or submit it through chat. All three channels feed into the same receipt processing pipeline.

Receipt Types#

The system handles three categories of receipts. Corporate card receipts are linked directly to card transaction records and are the most common type -- these are requested automatically and validated against the transaction. Petty cash receipts support cash expenses that need to be reimbursed through the expense report process. Travel receipts cover hotel, flight, meal, and mileage documentation for business travel.

Validation and Matching#

When a receipt is submitted, the system extracts key data points using OCR: merchant name, transaction date, and total amount. This extracted data is compared against the original transaction record. If the receipt matches, it is attached to the transaction and the receipt request is marked as fulfilled. Discrepancies (wrong date, different amount, mismatched merchant) are flagged for review rather than silently accepted.

Tracking and Reminders#

You can view all pending receipt requests at any time, filtered by employee, date range, or transaction amount. The system tracks how long each request has been outstanding and can send automated reminders at configurable intervals. For organizations with strict receipt policies, escalation rules can notify managers when receipts remain missing beyond a threshold.

Compliance Value#

Receipt collection is not just about filing -- it is about audit readiness. Having receipts attached to every significant card transaction means your finance team can respond to auditor requests immediately, without chasing employees for documentation weeks or months after the fact. The system maintains a clear record of when each receipt was requested, when it was received, and how it was validated.