Receipt filing
Turns a receipt at the point of payment into a matched expense line before the claim is due.
Tools
Expensify, Gmail, Slack, Google Drive
Outcomes
Every claimed expense carries its receipt • No receipt chased after the trip • Reports submitted on the due date • Amounts read from the receipt, not memory
Documentation
Instruction-ready detail below
Receipts are captured at the counter and lost at the desk, and the loss is only discovered when the expense report is due. The rest of the week is spent building a claim out of memory, a bank statement, and a folder of photos with no dates. This workflow moves the work to the moment of payment. A receipt is photographed at the till and lands in an expense tool that reads the vendor, the amount, and the date without anybody typing them. The line is matched to the project or cost centre the person selects, and an amount that does not add up is flagged instead of being accepted quietly. A receipt for a shared cost is claimed once and split between the people who were there, so nobody pays twice for the same meal. A list of what is still missing runs a few days before the report is due, with one reminder per person and a week of grace. A person still decides what counts as claimable, which expenses deserve a note explaining them, and what happens to a receipt that genuinely cannot be found.