Check an expense report against my policy
Minda reads each receipt in an expense report, checks it against your policy and marks what is ready to approve and what is not. It is a ready-made task for the SI agent in Minda Super Intelligence. It runs when you start it. It works with Gmail, Google Sheets and Google Docs.
In Minda: Tasks → New → Browse tasks → Check an expense report against my policy. Minda Super Intelligence for Windows is coming soon.
- Finance
- Files on this computer
Gmail- Google Sheets
- Google Docs
- Read each receipt in [folder, email label or…
- Match each to the claimed line and compare with…
- Give each line a category and GL code from…
- Put the results in [sheet link] or a table
What you get
Reads every receipt It reads each receipt photo or PDF for the merchant, date, amount, currency, tax, payment method and what was bought.
Matched to each claim It matches each receipt to the claimed line and compares it with your policy, such as meal and hotel caps.
A code for every line Each line gets a category and a GL code from your chart of accounts or your list.
Nothing is paid It reads amounts from the receipt, never the claim, and it never reimburses, approves or writes to the employee.
Why use this?
Before anyone is paid back, Minda checks every line against its receipt and your policy. It reads amounts from the receipt, never from the claim, and marks a receipt it cannot read as unreadable. You decide who gets paid.
What it does
- When
- When you start it
- Works with
- Files on this computer, Gmail, Google Sheets, Google Docs
- For
- Operations, Founders
- You fill in
- [folder, email label or sheet link], [expense policy doc or limits], [chart of accounts or list], [sheet link]
How it works
- WhenWhen you start itSave it as a workflow to run it daily at 9am instead
- Step 1Reads each receipt, photo or PDF
- Step 2Matches it to the claimed line
- Step 3Compares with your policy limits
- Step 4Gives each line a GL code
- Step 5Puts the results in a sheet or table
- ResultReady lines and exceptions, none paid
Read each receipt in [folder, email label or sheet link] as a photo or PDF: merchant, date, amount, currency, tax, payment method and what was bought
Match each to the claimed line and compare with [expense policy doc or limits]: per-meal and hotel caps, receipts required over a set amount, alcohol, personal items, missing dates
Give each line a category and GL code from [chart of accounts or list]
Put the results in [sheet link] or a table: line, receipt found yes or no, amount matches yes or no, policy result, code, note
Finish with the lines ready to approve, the exceptions for finance, and the total of each
Rules it keeps
The agent follows these on every run.
Read amounts from the receipt, never from the claim
A receipt you cannot read is 'unreadable', never guessed
Never reimburse, approve or write to the employee
The full prompt
This is what the SI agent is asked to do. The parts in brackets are what you fill in.
Check an expense report against my policy before anyone is paid back. Read each receipt in [folder, email label or sheet link] as a photo or PDF: merchant, date, amount, currency, tax, payment method and what was bought. Match each to the claimed line and compare with [expense policy doc or limits]: per-meal and hotel caps, receipts required over a set amount, alcohol, personal items, missing dates. Give each line a category and GL code from [chart of accounts or list]. Put the results in [sheet link] or a table: line, receipt found yes or no, amount matches yes or no, policy result, code, note. Rules: read amounts from the receipt, never from the claim; a receipt you cannot read is 'unreadable', never guessed; never reimburse, approve or write to the employee. Finish with the lines ready to approve, the exceptions for finance, and the total of each.
Who is it for?
Finance and operations teams You review expense reports and want each line checked against a receipt and your policy.
Founders approving expenses You sign off on expenses yourself and want the exceptions pointed out first.
Frequently asked questions
What do I give it?
A folder, email label or sheet link with the receipts, your expense policy or limits, and your chart of accounts or list of codes.
What happens to a receipt it cannot read?
It marks the line 'unreadable'. It never guesses an amount.
Does it reimburse or approve anything?
No. It never reimburses, approves or writes to the employee. It reports which lines are ready and which are exceptions.
What does the table show?
For each line: whether a receipt was found, whether the amount matches, the policy result, the code and a note.
What do I get at the end?
The lines ready to approve, the exceptions for finance, and the total of each.
Run this task in the Minda app
In Minda: Tasks → New → Browse tasks → Check an expense report against my policy. Minda Super Intelligence for Windows is coming soon.
Last updated