Expense tracking and categorization

Purpose

1.1. Automate collection, classification, and categorization of all expenses, ensuring real-time entry, reducing manual errors, enhancing accuracy for açaí shop operations.
1.2. Centralize financial data for timely reporting, better cash flow insights, and simplified monthly/quarterly closings.
1.3. Integrate multi-channel and multi-format expense streams: POS, invoices, bank statements, digital receipts, supplier emails, mobile captures.

Trigger Conditions

2.1. New expense email from supplier detected in monitored inbox.
2.2. Upload or receipt scanned via smartphone receipt-capture apps.
2.3. Posting of new transaction in connected POS or accounting system.
2.4. CSV or PDF import to cloud storage folder.
2.5. Incoming bank or credit card transaction matches specific MCC/SIC codes.

Platform Variants

3.1. QuickBooks Online
• API: /purchase or /bill endpoint — auto-log and categorize supplier bills/receipts.
3.2. Xero
• API: /Receipts endpoint — parse and assign GL categories to uploaded receipts.
3.3. Zoho Books
• API: /expenses endpoint — trigger auto-categorization and project tagging.
3.4. FreshBooks
• API: /expenses:add endpoint — ingest new mobile or email-captured expense.
3.5. Expensify
• Feature: SmartScan — auto-capture/categorize expense by image/email submission.
3.6. Sage Business Cloud
• API: /purchases endpoint — ingest and suggest default categories.
3.7. Netsuite
• API: REST /expenseReports — script auto-save and route by GL mapping.
3.8. Wave
• API: Receipts endpoint — import and match or request classification.
3.9. Microsoft Power Automate
• Action: "When a new email arrives with attachment" — parse and forward to accounting app.
3.10. Google Workspace (Sheets, Gmail)
• App Script: Auto-pull attachments from invoice emails, parse and append rows in Google Sheet.
3.11. Dropbox
• API: /files/upload + webhook notification — trigger parsing when new receipt file added.
3.12. SAP Concur
• Endpoint: POST /expenseEntries — automate push of OCR-processed expense data.
3.13. Plaid
• API: /transactions/get — auto-categorize F&B-related transactions in real time.
3.14. Slack
• Shortcut: Trigger when expense receipt is uploaded; forward to bookkeeping workflow.
3.15. HubSpot
• Workflow: New transaction form submission triggers categorization and logs in CRM note.
3.16. Airtable
• API: PATCH /expenses table — auto-update new row with tags from OCR engine.
3.17. Receipt Bank (Dext)
• App: Auto-read receipt data sent by email or app; push categorized expense to cloud accounting.
3.18. Trello
• Power-Up: Move card to “Expenses” board triggers parsing and category tag action.
3.19. Notion
• API: New expense item page creation, update with category after parsing email upload.
3.20. Square POS
• Webhook: Sale or refund triggers downstream expense mapping and categorization.

Benefits

4.1. Eliminates manual entry, speeds up monthly closing, reduces data entry errors.
4.2. Higher accuracy for tax and compliance reports.
4.3. Immediate cash flow and profitability analytics for smoothie and bowl operations.
4.4. Simplifies team submission and manager approval.
4.5. Consolidates diverse expense sources into a single, audit-ready record set.