Noventra Automation
Payments & Collections

Expense Tracker

Receipts captured, categorised, and logged on autopilot.

Most finance teams burn hours every week typing receipts into spreadsheets and chasing the missing ones. The workflow captures every receipt the moment it arrives, extracts the details, and logs it without anyone touching a row.

Get your free expense analysisSee how it works
Live workflow
Logged to QuickBooks
Receipt processed
Marcus Webbvia Slack · 9:14 AM
Extracted fields
Vendor
Northwind Travel
Amount
£487.32
Date
Mar 5, 2026
Category
Travel
Tax
£32.18 included
Logged · Travel · QuickBooks
34 receipts processed this week
How it works

From receipt to logged, in four steps.

01CaptureReceipts and invoices forwarded to a dedicated email or Slack channel are collected the moment they land. Photos, PDFs, and attachments all enter the same flow.
02ExtractAI-powered OCR reads each receipt and converts it into structured data: vendor, amount, date, category, and any other fields your finance team needs.
03FlagDuplicates, policy exceptions, and out-of-policy amounts are detected as they come in and routed for review. Clean expenses move through automatically.
04Log and syncValidated entries land in your tracking sheet and sync to QuickBooks or your accounting tool of choice. Every action is logged for audit.
Before and after

What changes after we deploy this.

TodayManually typing every receipt into spreadsheets
With the workflowEvery expense logged the moment it arrives
TodayReceipts lost or sitting in someone's inbox
With the workflowCaptured from email or Slack as they arrive
TodayCompliance issues caught at month-end
With the workflowPolicy violations flagged on the way through
TodayDuplicate entries slipping through
With the workflowDuplicates detected before they're logged
TodayAudit prep taking days of cleanup
With the workflowRecords stay audit-ready by default
Where it shines

If any of these describe your business, this workflow earns its keep.

Manual data entry

When every receipt has to be typed in by hand, finance teams burn hours each week on work that adds nothing. AI extraction removes the typing entirely, so your team can focus on real analysis instead of data hygiene.

Compliance gaps

Policy violations only get caught at month-end, when fixing them is expensive and creates friction with submitters. Real-time flagging surfaces issues at the moment of capture, when corrections are quick and uncontroversial.

Receipt chaos

Receipts forwarded to inboxes, photographed in Slack, and stuck in someone's wallet eventually become next quarter's problem. The workflow captures every receipt the moment it arrives, so nothing waits to be dealt with later.

Every action logged

An audit trail, kept for you.

You won't watch this day to day. We maintain the full record on your behalf, available whenever you need to review, export, or share it.

Last 5 events
  • Northwind Travel · £487.32
    9:14 AMMarcus Webb · Travel
    Logged · Travel
  • Beanstalk Coffee · £18.40
    9:15 AMPriya Shah · Meals
    Logged · Meals
  • Vista Hotels Group · £1,840
    9:18 AMSam Reyes · over £1,000 cap
    Flagged for approval
  • Greenline Cabs · £38.20
    9:22 AMMatches Mar 5 entry
    Flagged as duplicate
  • Acme Office Supplies · £124.50
    9:24 AMLina Park · Office
    Logged · Office

We follow strict security practices including OAuth access control, AES-256 encryption, and full audit logs. Credentials are never stored in raw form.

  • CASA Tier 2 verified
  • OAuth access
  • AES-256 encryption
  • Audit logs
  • GDPR
  • CCPA
Read how we handle your data

Want to know what a month of your receipts would look like logged?

We will look at a batch of them and tell you what we would categorise automatically, and what we would flag for you.

Ask for the review
What engaging involves
What we need from youForward receipts to a dedicated email address or Slack channel. Attachments, photos, and PDFs go through the same flow.
Your categories, not oursThe workflow uses your company's category structure. Add, rename, or restructure at any time and the next run adapts.
Nothing is auto-deletedDuplicates are detected before logging and flagged for review. You decide whether to keep, replace, or discard.
You define the policy rulesPer-category caps, required fields, and vendor allowlists are set during setup and applied to every receipt.
Integrations

It runs inside the tools you already use.

And 30+ others. If your tool is not listed, ask.

See every integration
Common questions

The questions we get before we build.

Still unsure? Ask us directly and we will answer before you commit to anything.

How do receipts get captured?

Forward them to a dedicated email or Slack channel and they are logged as they arrive. The system handles attachments, photos, and PDF receipts in the same flow, so submitters can use whatever is easiest for them.

Can I customise categories?

Yes. The workflow uses your company's category structure and applies it consistently across every receipt. You can add, rename, or restructure categories at any time and the workflow adapts on the next run.

What if a receipt is a duplicate?

Duplicates are detected before logging and flagged for review. Nothing is auto-deleted: you decide whether to keep, replace, or discard the entry, and the system logs the decision for your audit trail.

Can this sync to my accounting system?

Yes. Validated expenses sync to QuickBooks or other supported accounting tools automatically. You can also choose to log to a sheet first and sync on a schedule, depending on how your finance team prefers to review.

Does the system catch policy violations?

Yes. Any out-of-policy amount, missing detail, or unusual vendor is flagged as it comes through. You define the rules during setup, such as per-category caps, required fields, or vendor allowlists, and they apply on every receipt going forward.

Works well with

Other automations that complement this one.

Used together with Financial Document Organiser and Inbox Sorting & Smart Routing, every receipt gets captured, every expense gets categorised, and your finance records stay tidy without anyone touching them.

Financial Document OrganiserIdentify invoices, receipts, and statements automatically and save them to the right folders, so your files are always organised.See the breakdown
Inbox Sorting & Smart RoutingImportant emails get prioritised, VIPs flagged, and messages routed automatically. Nothing critical slips through.See the breakdown
Invoice ProcessingDetect supplier invoices in email, extract the important data, and log everything so bookkeeping stays up to date automatically.See the breakdown

Ready to stop chasing receipts?

Organise your expenses, capture every receipt as it arrives, and keep every record compliant without changing your workflow.

Get your free expense analysisBrowse all workflows

Every workflow is a managed monthly service. No credit card, and we respond within one business day.