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Checking receipts automatically

Receipt check reads the receipt on an expense, the bill on a payable or the receipt on a claim, compares it with what was entered, and makes the text searchable.

Receipt Check: A Second Pair of Eyes on Every Receipt

When you attach a receipt to an expense, a bill to a payable or a receipt to a claim, Officaid reads the file and compares it with what was entered: the total, the date, the vendor, the bill number and the GST. If something does not match, you see it on the record and can fix it in one click. The text of the receipt also becomes searchable, so you can find a record by what its receipt says.

Where You See It

  • Expenses – the Receipt Check card on Expense Details.
  • Payables – the Bill Check card on Payable Details.
  • Claims – a card in the claim pop-up, above Approval Details.
  • Lists – the Expenses and Payables lists have a Receipt Check column, and a row with an open warning shows a warning icon. Hover over the icon to read the warning.

Right after you attach a file, the card reads "Checking the receipt…". The result usually arrives within a few minutes; you do not need to stay on the page.

Reading the Result

  • Matches the receipt – what was entered agrees with the file, with the time it was checked.
  • Warnings – something that needs a look, such as "Receipt total SGD 23.50, expense SGD 25.30." or a bill number that differs from the one on the payable.
  • Suggestions – quieter hints, such as a receipt date that differs, a vendor name on the receipt that is not on the record, or GST shown on the receipt of a GST-registered vendor when the expense has none.
  • Read from the receipt – opens what Officaid read from the file: vendor, document number, date, payment method and line items.
When the receipt is in another currency, the check compares it at the rate on the record and tells you the amount and rate it used, so you can confirm it matches what your bank charged.

Acting on a Warning

  1. 1 Open the record (click its row in the Expenses or Payables list).
  2. 2 Read the warning on the Receipt Check (or Bill Check) card.
  3. 3 If the receipt is right, click Use Receipt Value (Use Bill Value on a payable). The edit form opens with the value from the receipt filled in.
  4. 4 Check the form and click Update Expense (or Update Payable). The warning clears once the record matches.

If the record is right as it is, click Dismiss instead. Officaid asks why ("The expense is right as booked", "The receipt was read wrongly" or "Other", with a box to give a reason) and logs your answer. Suggestions can be dismissed the same way.

Changed the attachment, or think the file was read wrongly? Click Check Again to read the file again.

Finding Records That Need Attention

On the Expenses list, click Needs Attention beside the year filters. The button shows how many records have an open warning, and the list then shows only those. Using Check Again takes a record off the list until the new result arrives.

Activity Trail

Every step is recorded in the record's activity: "Receipt added", "Receipt checked" with the result, "Receipt value used" with the edit it made, and "Warning dismissed" with the reason and the user who dismissed it.

Who Can Act

  • Users with Edit access to the module can use the receipt value, dismiss and check again.
  • Users with View access see the result only.
  • On a claim, the approver can act on the result; the employee who made the claim sees the result without the buttons.

Switching It Off

Receipt check is on for every company. To switch it off, go to Admin → My Company, click Officaid Permissions in Quick Actions, and clear Receipt check. You can also reach Officaid Permissions from Terms & Privacy.

Attachments are read on Officaid's own servers to check and index them; nothing is sent to third parties. Clause 17A of the Terms of Use covers it; see Terms & Privacy.

What's Next?

expenses payables claims receipts