Every small business has a version of it. A carrier bag of crumpled receipts in the van. An envelope behind the till. A photo album on someone's phone that nobody has looked at since March.
Each receipt is a small amount on its own. Together, they're VAT you can't reclaim, costs that never reach the job they belong to, and an evening at month end spent typing them up.
Capture it where it's spent
The best time to log a receipt is the moment it's in your hand. In Worktree, whoever spent the money creates an expense and adds a photo or PDF of the receipt.
With AI receipt scanning switched on, Worktree reads the receipt for you. It fills in:
- the vendor
- the amount and the VAT
- the date
- a suggested category
Check it, fix anything it got wrong, and submit. The whole thing takes under a minute in the car park.
Approved without the paper trail
Submitted expenses go to the right manager's Inbox. Approvals are scoped to the people who report to them, so a manager only ever sees their own team's claims. They can approve or reject with the receipt image right there.
Linked to the job
If the spend belongs to a project, such as an extension, a wedding or a client campaign, log it against that project. When it's time to invoice, the project shows what it has cost so far, so you're not guessing.
Kept on a short leash
AI is useful, but it shouldn't run away with your costs or your data. In Worktree, receipt scanning is:
- rate-limited per user, with a global daily cap that stops the feature cleanly if usage spikes
- only used to read the receipt. The image goes to Google's Gemini service just to extract the details, and nothing else.
- switched on per company. Ask us to turn it on for your account.
The end of the carrier bag
The aim isn't fancy AI. It's that every receipt is in the system the day it's spent, attached to the right job, and approved by the right person. Then month end is a review, not a rescue.
See expenses and AI receipt scanning in the Finance module.
