The operating problem
Start with a new receipt or card transaction. A successful handoff produces a proposed match with source evidence for a reviewer. Define the accountable owner before connecting systems. Do not post an expense solely on a fuzzy amount-and-date match. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.
Use your own working copy
The free workbook for this process opens in a browser and works offline after download. It includes editable checks and notes, a text export, and a print view. It is a planning resource: it does not send messages, read account data, or run actions in business systems. No vendor account is needed to use the workbook.
Map the process
1. Capture the references
Keep the receipt and transaction in their approved stores and record stable identifiers.
2. Normalize comparison fields
Standardize currency, amount, merchant text, and dates while retaining original values.
3. Propose candidate matches
Compare within an approved tolerance and explain the match criteria; show multiple candidates.
4. Review uncertain cases
Staff resolves duplicates, split transactions, tips, and foreign-currency differences.
5. Apply the approved link
Record reviewer, source references, and the destination version without changing accounting treatment.
Information to check
These reference fields describe the process. Use invented values while planning. Keep real records in an appropriate private system; the public website does not need them.
| Reference field | Working record | Check before progressing |
|---|---|---|
| receipt_id | receipt_id | Resolve the stable source reference in the correct client, entity, and engagement. |
| transaction_id | transaction_id | Resolve the stable source reference in the correct client, entity, and engagement. |
| currency | currency | Resolve the stable source reference in the correct client, entity, and engagement. |
| match_decision | match_decision | Use the authorized owner or reviewed decision; unknown values stop the handoff. |
Acceptance checks
- Two equal-value transactions remain ambiguous.
- A currency mismatch cannot auto-match.
- A repeated source event creates only one current review task.
- A changed source version invalidates an earlier approval.
Walk through a successful example, a duplicate, a missing item, an incorrect match, and an interrupted handoff with synthetic records. Record the expected result, observed result, owner, and recovery action. Checklists record your work; checking a box does not establish that an external action happened.
Ownership and review
Name the person responsible for the process and the person who can resolve an exception. Define which decisions require qualified professional review. Use stable references, limit access to private records, and document when work must stop. Educational material does not establish legal, accounting, tax, security, or regulatory compliance.
Run a measured pilot
Choose a small, reversible sample. Measure handling time, waiting time, review, rework, and errors before changing the process. Include the effort of maintaining the new method. Expand only when the observed result meets your acceptance criteria; a longer checklist is not proof of improved performance.
Use the free workflow planner to define your next step, or compare the assumptions in the opportunity calculator.