Automating receipt matching for company cards

Receipt matching: the receipt is in the inbox and still shows as missing

An employee pays with a company card for two purchases from the same merchant during a trip. After returning, she sends a photo of one receipt without saying which purchase it belongs to. The person preparing the expense report sees two transactions and one document, and both purchases still show as missing on the statement. She searches email for the receipt, compares amounts and writes to the employee.

The automation reads the amount, date and merchant from the receipt and compares them with the transactions. When the amount matches one of them, it links the document to that purchase. When it matches both or neither, it asks the employee about the specific purchase with its date and amount. After the clarification the receipt stays with the transaction, and the same photo sent again leads to the document already recognised. The dates and currencies from both sources are kept, because a difference does not always rule out a link, and it must not vanish through a default conversion.

Rules handle known links and the list of gaps. AI helps read data from the photo, and an illegible document needs a clarification with the employee.

What automated receipt matching costs and when it pays back

The count covers the work around each case: searching, reading, writing and handing over. What remains is the time to check the result, 25% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.

Check the matching in your current tool

Expensify links a scanned receipt to a card transaction when the matching conditions are met, and explains where duplicate expenses come from. If your company uses such a tool, start with how it handles documents and exceptions: routing photos to the right place may bring the benefit by itself. An automation makes sense when receipts arrive by email and messaging apps and transactions come from several banks.

Where to start

The first scope covers one source of transactions and one channel for documents. The client names the required materials and the people who clarify unclear cases. We build this kind of system as part of our AI automations. For the free process review, a description of one case from the last few weeks and the tools it went through is enough. You do not need to send confidential documents, and you receive a written plan within 2 working days.