Receipt Reconciliation & Exception Tracker

Automates the full month‑end flow — confirming scope, ingesting card statements, searching Slack/email/files, OCR/parsing receipts, deduplicating, and scoring matches — so finance teams no longer manually hunt for or attach receipts. The structured matching rules (amount/date/card heuristics, merchant normalization, and tolerance windows) reduce false positives and speed reconciliation. As the system normalizes merchants and maintains hashes/dictionaries, users quickly learn common patterns in their data (e.g., vendor variants, recurring charge formats), further decreasing manual intervention over time.

By scoring matches, applying policy rules, and closing clean matches automatically, the workflow surfaces only true edge cases (no receipt after a single batched request, ambiguous matches, policy exceptions, potential personal spend). The process compiles a focused exception sheet with one‑line reasons and evidence links and provides approve/deny/need‑more‑info actions for managers, letting them decide only the few transactions that need judgment. This concentrated feedback also highlights recurring policy gap areas, enabling managers to learn where policies or employee guidance should be improved.

Creates and maintains a consolidated receipt tracker (Sheet/CSV) with standardized fields (txn_id, normalized merchant, category, status, links, confidence, notes) and exports reconciled logs ready for accounting import. An audit log records sources, parsing steps, matches and manager decisions, providing transparency for audits and retrospectives. That traceable output accelerates onboarding and teaches users how transactions flow from raw statements to accounting entries, revealing mapping choices and areas to refine (chart of accounts rules, normalization dictionaries, timezone/currency handling).

Sends a single, batched outreach per employee with clear instructions, examples and a secure upload path, plus a gentle reminder plan and a due date. OCR confidence checks and re‑upload guidance (flat, well‑lit, full receipt) improve incoming receipt quality; requested fields (business purpose, project code, splits) standardize metadata up front. This one‑shot, structured interaction reduces notification fatigue, increases first‑time completeness, and creates a feedback loop so employees learn how to submit correct receipts — reducing exceptions in future periods.