Expense receipt capture and categorization

Purpose

1.1. Streamline the process of capturing, categorizing, and archiving expense receipts for non-profit animal protection organizations.
1.2. Automate detection from multiple input methods (email, mobile apps, scans, web uploads) to centralize documentation.
1.3. Enable real-time categorization of expenditures by purpose (medical, rescue, sanctuary, supplies, admin).
1.4. Improve transparency in funding and operational spend compliance for audits, reporting, and donor transparency.
1.5. Reduce manual errors and time spent on repetitive data entry and sorting tasks.

Trigger Conditions

2.1. New receipt email arrives in configured mailbox.
2.2. Photo of physical receipt uploaded via mobile app or web portal.
2.3. Receipt scanned to connected cloud storage or FTP folder.
2.4. Third-party accounting integration posts new expense record.
2.5. Team member shares receipt on chat/collaboration platform.

Platform Variants

3.1. Gmail API
• Feature/Setting: Use 'watch' or 'list' on mailbox for attachment type: image/pdf; configure label monitoring.
3.2. Microsoft Outlook Graph API
• Feature/Setting: Graph API endpoint /me/messages; filter for subject/content and attachments.
3.3. Dext Prepare
• Feature/Setting: Receipt auto-ingest endpoint, categorize by query matching.
3.4. Expensify
• Feature/Setting: Receipts API; webhook on new receipt and SmartScan OCR toggle.
3.5. QuickBooks Online API
• Feature/Setting: /receipts endpoint for upload; auto-categorize rules in configuration.
3.6. Xero API
• Feature/Setting: /Receipts POST; enable extract and categories in expense settings.
3.7. Zoho Expense
• Feature/Setting: Receipt capture with OCR enabled; auto-categorize policy.
3.8. SAP Concur
• Feature/Setting: Image Receipt endpoint, automated matching and category mapping.
3.9. Slack
• Feature/Setting: Event API for channel posts and file uploads; trigger with 'receipt' keyword.
3.10. Microsoft Teams
• Feature/Setting: Graph API for file upload monitoring and chat mention triggers.
3.11. Dropbox
• Feature/Setting: Webhook for folder; filter jpg/pdf uploads for processing.
3.12. Google Drive
• Feature/Setting: Push notifications for new receipt file in selected folder.
3.13. Box
• Feature/Setting: File upload webhook on designated folder; use metadata classification.
3.14. OneDrive
• Feature/Setting: Webhook on receipt folder; auto-OCR through Office scripts.
3.15. Hubdoc
• Feature/Setting: Auto-import setting from email; enable category rules for animal welfare types.
3.16. Receipt Bank API
• Feature/Setting: /documents endpoint for new receipts; configure default categories.
3.17. Evernote
• Feature/Setting: New image note trigger in 'Receipts' notebook; use OCR search.
3.18. Notion API
• Feature/Setting: Database item created with file property; tags for expense type.
3.19. Airtable
• Feature/Setting: Watch attachment field in 'Receipts' table; run script block for categorization.
3.20. Monday.com
• Feature/Setting: File column upload trigger in finance board; automations to set category column.
3.21. Google Forms
• Feature/Setting: File upload field in submission; notification to run classification script.
3.22. Trello
• Feature/Setting: Card attachment added to 'Receipts' list, label as 'Expense Category'.
3.23. SAP Business One
• Feature/Setting: Service Layer receipt upload endpoint; configuration for auto-expense mapping.

Benefits

4.1. Drastically reduces manual data entry time and human error probability.
4.2. Centralizes all receipts for easy retrieval and unified audit trail.
4.3. Ensures real-time categorization improves financial reporting accuracy.
4.4. Improves compliance and transparency to donors and regulators.
4.5. Frees staff for higher-impact activities in animal protection efforts.