Solution: Receipt capture and matching
Receipts pile up and expense reports are always late
Staff photograph a receipt in seconds. AI reads the merchant, date, amount and tax, matches the card transaction, suggests the category and project, and sends it for approval.
Sounds familiar?
Signs this is costing you time
Expenses are small individually and painful collectively. Staff lose paper receipts, submit expense reports weeks late, and type details into spreadsheets. Finance chases missing receipts at month end, matches card statements line by line and fixes wrong categories.
For businesses where staff work on client projects or in the field, it matters even more, because costs must be assigned to the right job to bill clients and understand margins.
Capturing receipts at the moment of purchase, with AI doing the reading and matching, removes most of that work and most of the chasing.
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Paper receipts are lost or handed in weeks later.
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Expense reports are typed into spreadsheets by hand.
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Card statements are matched to receipts line by line at month end.
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Categories and project codes are often wrong or missing.
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Month-end close waits for expenses to be sorted.
Before and after
How it works today, and how it works after
How it works today
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Staff keep receipts in wallets and vehicles.
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Expense reports are filled in at the end of the month.
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Finance matches card lines to receipts by hand.
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Missing receipts are chased by email.
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Costs are assigned to projects late or not at all.
How it works after
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Staff photograph receipts in an app right after purchase.
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AI reads merchant, date, amount, currency and tax.
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The receipt is matched to the card transaction automatically.
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Category and project are suggested from history and the calendar.
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Managers approve in one tap, and entries flow into accounting.
What we build
What we build
Capture app
AI reading
Card matching
Coding suggestions
Approvals
Accounting sync
In practice
What it looks like in practice
An illustrative walk-through, not a client story.
An engineering consultancy has twenty staff who travel to client sites. Every month, finance spent two days matching card statements to receipts and coding costs to client projects, and chased several people for missing receipts.
Now staff take a photo of each receipt in a small app. AI reads it, matches the card transaction and suggests the project from the staff member's calendar that day. The engineer confirms with one tap. Managers approve weekly. At month end, finance sees a short list of unmatched transactions instead of a pile of paper, and client project costs are up to date for billing.
Models and tools
AI models and MCP servers that usually fit
We choose models by task, data sensitivity and cost, and test them on your real examples before we commit. These are common starting points, not a fixed recipe.
How we build it
The services behind this solution
Most solutions combine two or three of our services. These are the ones this one usually needs.
Document automation
Read invoices, forms, contracts and IDs, pull out the right fields and route them for review.
Cross-platform apps
One codebase for iOS and Android with React Native or Flutter, so both apps ship together.
Computer vision
Software that reads photos and scans: damage checks, stock counts, document capture and quality control.
Industries where it fits best
Honest limits
Limits and human checks
AI reads most receipts accurately, but faded thermal paper, handwriting and unusual layouts cause errors. Every extraction shows the original image beside the data, low-confidence fields are highlighted, and approvers see both before approving.
Expense policies and tax rules vary by country and company. We encode your policy as clear rules, such as limits per category, and flag exceptions rather than rejecting them automatically. Tax treatment should be confirmed by your accountant.
Receipts can contain personal information, such as names on hotel bills. We store images securely with access limited to staff who need them, and follow your retention rules for financial records.
Keep exploring
Services, industries and case studies
Related services
View all related services- Document automation Read invoices, forms, contracts and IDs, pull out the right fields and route them for review.
- Cross-platform apps One codebase for iOS and Android with React Native or Flutter, so both apps ship together.
- Computer vision Software that reads photos and scans: damage checks, stock counts, document capture and quality control.
- Mobile App Development iOS, Android and cross-platform apps with the backend and APIs they need, taken all the way to the app stores.
- Billing and payments Checkout, invoices, subscriptions, refunds and the accounting exports your finance team needs.
- iOS apps Native iPhone and iPad apps that feel at home on Apple devices and pass App Store review.
Solutions
View all solutions- Invoice processing Read supplier invoices, match them to orders and push approved ones into accounting, with exceptions flagged for review.
- AI document processing Read forms, applications, IDs and statements, extract the fields you need and route each document for the right review.
- Automated quoting Draft accurate quotes and proposals from a request, your price rules and past work, for a person to approve.
- Screening assistant Summarize each application against your criteria, flag strong matches and missing information, and leave every decision to a person.
- AI automation and integrations Connect the tools you already use so data moves once, correctly, and AI reads the parts that arrive as text or documents.
- Automated reporting Reports that build themselves from your systems on schedule, with a plain-language summary of what changed.
Industries
View all industries- Professional services Client portals, proposal drafting, knowledge assistants and internal tools for consultancies, agencies and firms.
- Construction and facilities Job tracking, maintenance requests, inspections, quotes and proof-of-work photos for builders and facility teams.
- Finance and accounting Client portals, document collection, invoice and receipt processing, and reporting for accounting firms and finance teams.
- Insurance Claims intake, document and photo processing, policy knowledge assistants and customer portals for brokers and insurers.
- Tax and compliance services Client portals, document checklists, case queues and deadline tracking for tax preparers and compliance firms.
- Property management Tenant portals, maintenance tracking, owner statements and inbox automation for property managers.
Case studies
View all case studies- Payroll system for an IT services company Payroll is calculated from recorded inputs, reviewed once and sent as payslips in a single batch, with every change logged.
- Goal and effort tracking app A product design built around handwritten daily proof, locked plans and honest self-scoring. The build is in progress.
- Tax filing service platform Clients upload documents and see where their case stands, and staff work from one queue with deadlines and reminders.
Guides and articles
View all guides and articlesAI models
View all ai models- Vision and multimodal Models that read images, scans, screenshots and sometimes audio or video alongside text.
- Gemini 3.8 Flash Google's most capable Flash model, stable since September 2026, for agents, software engineering and enterprise workflows with full multimodal input.
- GPT-6 Luna OpenAI's most efficient model for focused, high-volume tasks, with vision, tool calling and structured outputs at the lowest price level in the family.
- Mistral OCR 4.1 Mistral's document OCR model, turning pages into structured output with bounding boxes, block labels and confidence scores.
- Gemini 3.5 Flash-Lite Google's lowest-cost current Gemini model for high-throughput work such as sub-agent tasks and document parsing.
- Gemini 3.1 Pro Google's most advanced Gemini model for reasoning, software engineering and agent work, reading text, images, audio, video and PDFs. Available as a preview.
MCP servers
View all mcp servers- Payments and billing Servers for payment providers and accounting systems: customers, invoices, payments, refunds and bookkeeping.
- Xero Xero's official MCP server lets AI list and create contacts, invoices and payments, read bank transactions and pull reports such as profit and loss.
- QuickBooks Online Intuit's official QuickBooks Online MCP server lets AI search and create customers, invoices, bills and payments and pull financial reports.
- Google Drive Google's own Drive MCP server lets AI search, read and create files in Google Drive, with your Google Workspace sign-in.
- Box Box's official MCP server lets AI search and read files, ask questions across documents with Box AI, extract data and upload files.
- Dropbox Dropbox's own MCP server lets AI list, search and read files, convert them to markdown and create, move, share and delete files. In beta.
Glossary terms
View all glossary terms- OCR OCR, or optical character recognition, is technology that turns text in images and scanned documents into machine-readable text.
- Multimodal model A multimodal model is an AI model that can take in more than one kind of input, such as text with images, audio or video.
- Structured output Structured output is when an AI model returns its answer in a fixed format, such as JSON matching a schema, so software can use it reliably.
FAQ
Questions about receipt capture and matching
Have a question that is not here? Ask us directly.
Modern vision models read most receipts well, including from photos. Faded or handwritten receipts are harder, so low-confidence fields are highlighted for review. See document automation.
Not always. Off-the-shelf expense tools may fit. A custom solution makes sense when you need project coding, unusual policies or integration with your own systems. See cross-platform apps.
Yes, from card feeds or bank exports, by date, amount and merchant. Unmatched items appear in a short review list.
Usually yes, through the software's API. See invoice processing for the supplier side of accounts payable.