Expense receipt collection and logging

Purpose

1.1. Streamline receipt collection from multiple channels (emails, scans, apps).
1.2. Auto-extract, categorize, and store receipt data for billing, reimbursements, and audit compliance.
1.3. Reduce manual efforts, increase data accuracy, and ensure timely financial tracking for legal services billing.
1.4. Maintain organized records for regulatory, tax, and client transparency.
1.5. Enable seamless integration with accounting and case management systems for accurate expense allocation.

Trigger Conditions

2.1. Receipt received as email attachment in predefined inbox.
2.2. Photo of receipt uploaded to cloud storage (e.g., Google Drive, Dropbox).
2.3. Digital receipt generated from payment platforms (Stripe, PayPal, Square).
2.4. Scanned PDF upload via designated scanner app or device.
2.5. Mobile app form submission containing receipt photo and details.
2.6. API webhook from vendor or expense application.
2.7. Recurring scheduled polling of email, storage, or APIs for new receipts.

Platform Variants

3.1. Gmail
• Feature/Setting: "Watch emails" action, filter by subject/sender, auto-download attachments.
3.2. Microsoft Outlook
• Feature/Setting: "When a new email arrives" trigger, download PDF or image attachments.
3.3. Google Drive
• Feature/Setting: "New file" trigger in specified folder, match file type/keywords.
3.4. Dropbox
• Feature/Setting: "File added to folder" trigger, restrict to image/PDF formats.
3.5. OneDrive
• Feature/Setting: "File created" event, scan subfolders within expense directory.
3.6. Expensify
• Feature/Setting: "Export receipts" API, use OAuth2 for scheduled data pull.
3.7. QuickBooks Online
• Feature/Setting: "Create Receipt" endpoint, automate attachment and data entry.
3.8. Xero
• Feature/Setting: "Receipts API" to auto-create expense records from uploads.
3.9. Slack
• Feature/Setting: "New file uploaded" trigger in #expenses channel, extract content.
3.10. Microsoft Teams
• Feature/Setting: "File added" to team Files, notify and archive to storage.
3.11. Zapier
• Feature/Setting: Gmail/Drive/Forms Triggers, "Upload attachment to accounting app" action.
3.12. Make (Integromat)
• Feature/Setting: Email/attachment download, OCR service integration, data routing.
3.13. SAP Concur
• Feature/Setting: "Expense Report API," auto-import receipts for reporting.
3.14. Receipt Bank (Dext)
• Feature/Setting: "Receipt processed" webhook, transfer data to accounting.
3.15. FreshBooks
• Feature/Setting: "Create Expense" API, auto-fill fields from extracted data.
3.16. Square
• Feature/Setting: Webhook for new transaction, create and fetch receipt PDF.
3.17. Stripe
• Feature/Setting: "Payment Succeeded" webhook, pull payment/receipt details.
3.18. PayPal
• Feature/Setting: "Transaction Search" API, extract and log receipts.
3.19. Notion
• Feature/Setting: "New page in database" for expense records, attach images/receipts.
3.20. Evernote
• Feature/Setting: "New note" with attachment, automatically upload scanned receipts.
3.21. Amazon S3
• Feature/Setting: "Object created" event, trigger OCR and record extraction.
3.22. Slackbot
• Feature/Setting: Direct file upload with #tag, move to database/storage.

Benefits

4.1. Eliminates manual receipt sorting, reduces errors and administrative time.
4.2. Ensures expenses are captured promptly for accurate billing and reimbursement.
4.3. Creates searchable audit-ready records for legal compliance and transparency.
4.4. Automatically syncs with bookkeeping, reducing risk of lost or uncategorized expenses.
4.5. Empowers administrative attorneys to deliver timely, precise, and traceable expense reporting.