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Expense receipt matching & review

Use a new receipt or card transaction to create a proposed match with source evidence for a reviewer. The design keeps source references, uncertain matches, and approval decisions visible to the responsible accountant. It coordinates an administrative handoff with version checks and an exception queue. Do not post an expense solely on a fuzzy amount-and-date match.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

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.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Capture the references

Keep the receipt and transaction in their approved stores and record stable identifiers.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Normalize comparison fields

Standardize currency, amount, merchant text, and dates while retaining original values.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Propose candidate matches

Compare within an approved tolerance and explain the match criteria; show multiple candidates.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Review uncertain cases

Staff resolves duplicates, split transactions, tips, and foreign-currency differences.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Apply the approved link

Record reviewer, source references, and the destination version without changing accounting treatment.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
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.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

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.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.