Receipt & expense data extraction
Employees forward receipts as photos or PDFs; the agent extracts merchant, amount, tax, and category, applies your expense policy, and produces clean entries a human approves in bulk.
The problem
Expense processing means crumpled photos, mixed currencies, missing amounts, and a finance person retyping all of it.
Policy checking by hand is inconsistent: the same meal expense passes one month and bounces the next.
Off-the-shelf expense tools solve the easy half (capture) and leave the hard half (coding, policy, posting to your books) to you.
How the agent runs it
Ingest anything
Photos, PDFs, email forwards, WhatsApp images: the agent normalizes all of it, including multi-receipt photos and non-English receipts.
Extract and categorize
Merchant, date, amount, tax, and payment method are extracted; the expense is categorized against your chart of accounts and checked against your written expense policy.
Policy check
Out-of-policy items are flagged with the specific rule they break. Borderline cases go to a human queue instead of being auto-rejected.
Batch approval and posting
Your approver reviews a clean weekly batch, exceptions highlighted, and posts everything to your accounting system in one action.
Human in the loop
Where your team stays in charge
The agent never posts to your books on its own. Approvers see exceptions first, clean items second, and can drill into any receipt's source image in one click.
Work arrives
invoice · ticket · email
Passcut agent
reads · codes · prepares
Your team approves
one click · always human
Done, filed
in your system
Anything unclear goes straight to a person
What changes
Typical before and after for this workflow. We measure your baseline during the audit and commit to numbers per engagement.
| Before | With the agent | |
|---|---|---|
| Time per receipt | 2–4 min manual entry | Seconds in a batch review |
| Policy consistency | Depends on reviewer | Same rules, every receipt |
| Month-end close | Receipt backlog crunch | Processed continuously |
| Lost receipts | Common | Filed against each entry |
Connects to what you run
- QuickBooks
- Xero
- Expensify
- Ramp
- Brex
- Gmail / Outlook
- Slack
Different stack? We integrate through the official API first, exports and email second, browser automation last. The audit tells you where your tools sit before you spend anything.
Common questions on this workflow
Can it handle receipts in other languages and currencies?
Yes. Extraction is language-agnostic and amounts are converted at the transaction-date rate, with the original currency preserved on the record.
Do employees need a new app?
No. They keep sending receipts the way they already do: email, Slack, or a shared folder. The agent fits the workflow your team already has.
How does it learn our expense categories?
From your historical data first, then from every correction your approver makes. Each correction improves the agent.
Related: Invoice processing automation · AP approval workflow automation · Customer support agent
See what receipt & expense data extraction would save you
45 minutes. We map the workflow as you run it today, estimate the hours an agent returns, and quote the pilot. No obligation.