Automated collection and reconciliation of receipts

Purpose

1.1. Enable seamless, real-time capture of receipts from vendors, advertising platforms, and third parties used in campaigns.
1.2. Automatically aggregate, parse, categorize, and reconcile receipts for campaigns, clients, or projects.
1.3. Ensure every expense is reconciled against contracts, POs, or invoices for complete audit trails.
1.4. Sync reconciled digital copies and data with accounting platforms, project management, and client reporting.
1.5. Reduce manual tracking, eliminate lost documentation, and streamline month-end close.

Trigger Conditions

2.1. New email with receipt attachment received in agency finance inbox.
2.2. Vendor uploads receipt to shared drive or project folder.
2.3. Receipt generated as API payload from ad platform (Google, Meta, etc.).
2.4. Receipt submitted via agency portal or forms.
2.5. New transaction detected in agency bank account or expense management platform.

Platform Variants

3.1. Gmail
• Feature: “Watch emails” with filters for attachments, tags, and sender; configure webhook for new receipts.
3.2. Outlook (Microsoft Graph API)
• Setting: “Mail.Read” permission; set up webhook for new messages with .pdf/.jpg files.
3.3. Google Drive
• Feature: “Watch folder” for new file; configure action on “file uploaded” event.
3.4. Dropbox
• Feature: Webhook on “file added”; path/folder match for receipts directory.
3.5. Box
• API: “Files Upload” trigger and “Metadata” extraction for scanned receipts.
3.6. Slack
• Setting: Monitor #finance or #receipts channel for new uploads and files.
3.7. Microsoft Teams
• Feature: Connector webhooks for channels, filtered by attachment and keywords.
3.8. Google Ads API
• Endpoint: “customers.receipts.list”; configure to fetch latest campaign billing receipts.
3.9. Facebook Marketing API
• Endpoint: “AdAccountInvoice”; retrieve invoice/receipt PDFs for ad spend reconciliation.
3.10. Xero
• Setting: “Attachments” endpoint, auto-import and match to spend transactions.
3.11. QuickBooks Online
• API: “UploadReceipt”; auto-link to expense or bill.
3.12. Zoho Books
• Feature: “FetchReceipts” API, automate pull and reconciliation step.
3.13. SAP Concur
• API: “Receipts POST/GET”; auto-match receipts uploaded via email/mobile.
3.14. Expensify
• Setting: Receipt forwarding, submit-to-report endpoint, trigger auto-approval workflow.
3.15. Oracle NetSuite
• Feature: SuiteScript trigger on “File Cabinet” for new receipt document.
3.16. Monday.com
• Setting: File upload automation to item; parse attachments and populate receipt fields.
3.17. Airtable
• API: “Attachment” field trigger, extract and OCR receipt images in dedicated base.
3.18. HubSpot
• Setting: Workflow on “File attached” activity for contacts/companies.
3.19. Zapier
• Integration: "New File in Folder”, “New Attachment in Email”; set up multi-step parse & upload.
3.20. Make (Integromat)
• Feature: Scenario to monitor multiple sources; parse, categorize, and push to bookkeeping.
3.21. OneDrive
• Setting: “File created” webhook in Receipts folder, trigger downstream processing.
3.22. FreshBooks
• API: “Receipts” endpoint; fetch, parse, and reconcile via linked expense.
3.23. Receipt Bank (Dext)
• Setting: “Document Uploaded” trigger; match to Xero/QuickBooks transaction.
3.24. Trello
• Feature: Card attachment monitor; move card/trigger checklist when receipt uploaded.

Benefits

4.1. Single workflow across multiple input channels for all receipt sources and formats.
4.2. Faster, error-free monthly reconciliation, improving finance accuracy.
4.3. Reduced manual data entry and document chasing.
4.4. Strengthened compliance and audit readiness.
4.5. Realtime visibility on campaign costs and profitability for all stakeholders.
4.6. Enables deeper analytics and reporting on expense trends across campaigns and projects.