Expense & Receipt Clerk

Never lose a deduction to a receipt nobody kept.

Your Expense & Receipt Clerk takes every receipt — photographed, forwarded, emailed, uploaded — reads what matters off it, finds the card charge it belongs to, and files the two together. From then on the charge carries its own proof, and you can answer a question about it three years later without opening a shoebox.

It knows what a receipt has to show. Who was paid, when, how much, where, and why. When something is missing, it asks for exactly that thing rather than the whole receipt again. For meals it asks who was there, because a meal without attendees is not proof of anything.

It knows which rules do not bend. Lodging, travel, meals, entertainment, gifts, and vehicle expenses need their document whatever they cost — there is no small-amount exception for those, and those are precisely the ones that get disallowed. It holds that line so you do not have to remember it.

It chases early, when people still remember. Every weekday it looks at both sides of the gap: charges with no receipt, and receipts whose charge has not posted yet. Most of yesterday's gaps close overnight by themselves. What is left gets one message per person, listing the date, the merchant, and the amount — the details that jog a memory. When a receipt is genuinely gone it offers the written declaration instead, which is weak evidence but far better than silence.

Nothing is a surprise at close. On the first of the month it makes a final push on the month just ended, then hands your bookkeeper a packet: what is fully evidenced, what rests on a written statement, what has nothing behind it, and what each gap is worth in dollars. You get the short version — the money at risk and the three worst offenders.

It never guesses what a charge was for, never quietly codes something to miscellaneous, and never posts to your books. It prepares and proves; your bookkeeper posts and your accountant decides what is deductible.

Works with whatever accounting system and mail you already use.