Watch this video for a detailed guide on managing receipts and card transactions in our Expenses experience:
Key Features Overview
Receipts Tab: Upload, match, and manage receipts effortlessly.
Expense Matching: Transactions are matched by vendor, amount, date, and payment account.
Bill Payment Linking: Prevent duplication by linking bill payments to card transactions.
Mass Actions: Update multiple transactions in bulk for efficiency.
Reports: Track unmatched transactions and generate reconciliation reports.
How to Use the Receipts Tab
The Receipts Tab is the primary workspace for receipt management. Here's how to make the most of it:
1. Automatic Matching
Upload receipts: Receipts uploaded by your team will automatically match transactions based on vendor, amount, and date.
Manual Matching: If a receipt doesn’t match automatically:
Navigate to the Match Transaction column.
Click the matching icon, filter by vendor or date, and select the appropriate transaction.
2. Handling Missing Receipts
If a receipt is not expected:
Select the transaction, click Create Receipt, and manually assign details like vendor, cost code, or job.
Mass Actions: For multiple transactions (e.g., overhead or travel expenses), select several entries, go to Actions > Create Receipts, and assign properties in bulk.
Managing the Card Feed
Use the Card Feed to track transactions and manage receipts directly:
Link Transactions to Bills
Locate the bill under Bills > Paid.
Use filters like vendor or date range to find the transaction.
Match the bill to the card transaction to avoid duplication.
Unmatched Transactions
If you still have unmatched transactions at month-end, identify missing receipts using the Reports Tab.
Editing and Submitting Transactions
Updating Properties
Use Actions to edit vendor, cost code, job, or assignee for one or multiple transactions.
Submit these to the Waiting for Review tab or sync directly to QuickBooks.
Review and Approval
In the Waiting for Review tab:
Adjust details or send transactions back to the cardholder for corrections.
Sync reviewed items with QuickBooks.
Assigning Responsibilities
Assignees:
By default, the cardholder is the assignee for missing receipt transactions.
Admins can adjust assignees individually or in bulk under Settings > Card.
Default Reviewer:
Assign a default reviewer for all receipts under Settings > General.
Credit Card Reconciliation
To track and resolve unmatched transactions:
Go to the Reports Tab.
Use built-in filters (e.g., unmatched by card or user).
Export reports to Excel for further analysis.
Contact Support
For additional help, contact [email protected]. Stay tuned for future updates!