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Overview

Expense Receipt Digitization is a workflow that captures employee expenses from photos, scans, or PDFs; extracts merchant, amounts, tax, and payment method; and auto-categorizes transactions against an expense policy. It supports end-to-end expense intake — receipt capture, field extraction, totals validation, categorization, and policy compliance checks — in one streamlined workflow. What you get: a structured table of extracted expense fields you can review, edit, and export.
To set up the workflow (creating sessions, uploading documents, running a workflow, and exporting), see Setting Up a Workflow for a comprehensive guide. This page focuses on what’s specific to Expense Receipt Digitization.

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When to use Expense Receipt Digitization

Use this workflow when you need to process employee receipts quickly and consistently, including:
  • Extracting expense details from receipts in varied formats (photo, scan, PDF)
  • Identifying the merchant/vendor and transaction date
  • Capturing itemized totals (subtotal, tax, tip) and verifying the total
  • Capturing payment method (cash/card/transfer) where available
  • Categorizing expenses (meals, travel, lodging, office supplies, etc.)
  • Flagging potential policy issues for review (missing VAT, out-of-policy categories, missing required fields)

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Step-by-step usage

1

Open the workflow

Navigate to Workflows > Template gallery and select Expense Receipt Digitization.
2

Upload receipts

Upload the receipt images/scans or PDFs (one receipt per file is ideal).
3

Upload supporting documents (optional)

Upload supporting documents (e.g., travel approval, invoice, vendor quote) if required by policy.
4

Run extraction

Click Run to begin extraction and categorization.
5

Review extracted fields

Review extracted fields and edit anything that is incorrect (especially totals and category).
6

Export

Export results (CSV or Excel) for reimbursement workflows and reporting.

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Inputs

  • Required: access to alk.wamiri.com
  • Required: stable internet connection
  • Required documents: receipts (photo/scan/PDF)
  • Optional: invoices, approvals, travel documentation, project codes/cost center references

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What’s specific to Expense Receipt Digitization

  1. Totals should reconcile. If subtotal, tax, and tip are available, confirm that they add up to the total; otherwise flag for review.
  2. Categorization is policy-driven. Use clear category names that align with your expense policy and accounting chart of accounts.
  3. Policy compliance is a first-pass check. This workflow can flag likely violations (e.g., missing tax invoice, restricted category, incomplete receipt), but final approval remains with Finance.

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Standard fields (default columns)

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Customising expense receipt columns

You can tailor columns to match your finance workflow.
  • Add columns for currency, exchange rate, cost center, project code, receipt number, VAT registration number, approver, and reimbursement status.
  • Rename columns to be explicit (for example, “Total (₦)” or “Tax/VAT (₦)”).
  • Keep column names clear and unambiguous to improve extraction quality.

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Important notes

  • Always validate critical amounts against the receipt image/PDF, especially when the receipt is blurry or itemized.
  • If a field is consistently wrong, simplify the column name or add a short instruction to the column prompt.
  • Where policy requires it, ensure receipts include merchant name, date, and total amount.

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Need help?

If you run into issues, contact the Wamiri support team at support@wamiri.com. Include:
  • What you were trying to do
  • What happened instead
  • Any error messages
  • Steps to reproduce
  • Screenshots or recordings (if available)