Receipt and document collection for accounting

Purpose

1.1. Streamline collection, organization, and secure storage of receipts and financial documents for adult entertainment clubs.
1.2. Reduce manual errors, enable real-time access for accountants/bookkeepers, and ensure legal compliance for audits and tax reporting.
1.3. Automate extraction of transaction details from emails, images, PDFs, and SMS from vendors, employees, and entertainers.
1.4. Centralize all financial documents across payment channels (cash, card, digital) for consistent record-keeping.

Trigger Conditions

2.1. New receipt/email attachment detected in dedicated email inbox.
2.2. Photo of a receipt uploaded to messaging apps or cloud storage.
2.3. Invoice created or updated in an ERP/accounting system.
2.4. SMS received with expense/payment details.
2.5. File uploaded to shared drive or document collection folder.

Platform Variants

3.1. Gmail
• Feature/API: Watch for new emails with attachments using Gmail API; configure filter for keywords (“receipt”, “invoice”, club vendor names).
3.2. Microsoft Outlook 365
• Feature/API: Office 365 “When a new email arrives with attachment” trigger; set folder rules for accounting docs.
3.3. Dropbox
• Feature/API: "File uploaded" webhook; monitor ‘Receipts’ folder for new PDF/JPG uploads.
3.4. Google Drive
• Feature/API: Drive API “Files: watch”; set to track additions to specific accounting folders.
3.5. OneDrive
• Feature/API: “When a file is created” event; monitor shared document libraries.
3.6. Slack
• Feature/API: “File uploaded” trigger; use Slack app to extract and forward receipts posted in finance/admin channels.
3.7. Microsoft Teams
• Feature/API: File upload notification webhook in specified channels; integrate with Power Automate to copy files.
3.8. WhatsApp Business
• Feature/API: Message webhook to extract images with tags (“#receipt” or “#expense”); configure with WhatsApp Business API.
3.9. Twilio SMS
• Feature/API: Inbound SMS webhook trigger to parse expenses sent by staff; forward parsed content.
3.10. Xero
• Feature/API: "Receipts Upload" endpoint; auto-import receipts linked to transactions.
3.11. QuickBooks Online
• Feature/API: "Upload Receipt" API endpoint; link uploaded files to expense entries.
3.12. Zoho Books
• Feature/API: Receipt Inbox API; configure email drop for forwarding entries.
3.13. Sage Accounting
• Feature/API: Document upload API; connect to automate bulk uploads from watched folders.
3.14. SAP Concur
• Feature/API: “Quick Expense Entry” endpoint; set rules to auto-create expenses from attachments.
3.15. Expensify
• Feature/API: “Receipt Upload” API; configure email/phone input for instant uploads.
3.16. FreshBooks
• Feature/API: Import receipts by forwarding email attachments; configure with “Auto Import Receipts” rule.
3.17. Evernote
• Feature/API: Notebook “receipt” watcher; new note triggers with image/attachment parsing.
3.18. Dropbox Paper
• Feature/API: Document change webhook, tag with #receipt for monitoring.
3.19. Notion
• Feature/API: Database item created/updated trigger for expense management table.
3.20. Receipt Bank / Dext
• Feature/API: Direct image/document upload API, set up forwarding emails from club vendors and staff.

Benefits

4.1. Minimizes manual data entry and misplacement of important expense documents.
4.2. Ensures compliant, auditable, and time-stamped storage.
4.3. Facilitates faster monthly closing; enables remote accountant access.
4.4. Reduces reimbursement and fraud risks; enables real-time financial oversight.
4.5. Scalable integration with club-specific ops (VIP hosts, entertainer settlements, bar receipts) for end-to-end automation.