F6Finance and administrationReceipts to the verified expense claim
From the receipts to the verified expense claim
From a trip's or a month's envelope of receipts to the verified expense claim: duplicates counted once, cash in Italy taxed as the 2025 rule requires, caps and ACI mileage applied.
The problem
Twenty receipts photographed in one file, some twice, one faded; caps to apply, mileage to reimburse, cash to treat as the 2025 rule requires. Every expense claim has to be checked before it is reimbursed.
Who it is for, and when
- Who it is for
- The office of a 5–50-person firm with technicians or salespeople on the road, the owner who travels himself, the payroll firm that puts refunds on the payslip.
- When
- Before the payroll cut-off: every month with the staff's expense claims, and after every trip with its envelope of receipts.
What you give it, what you get
You give it
Photos of a trip's or a month's receipts, or a single scan; the employee's expense claim if there is one (PDF, photo or Excel). Optional: the km and the car's ACI rate, the caps, the last digits of the company cards.
You get
First what to reimburse and how it goes on the payslip (tax-free, taxed, to check), then each cut with its reason, the mileage, the register with one row per receipt; two CSVs: the register for the accounting system and the lines for the payslip.
How it works, in three steps
- Upload the envelope of receipts and, if there is one, the employee's claim.
- Read the refund, the taxed expenses and the cuts at the top, each with its rule.
- Send the payslip CSV to the payroll consultant and import the register into the accounting system.
On its own, in a flow. Connect it to the capture app or a webhook: staff upload receipts from their phones; with no duplicate, no cash in Italy and no cut you get the claim and the CSV by e-mail, otherwise it goes to the office for approval.
The rules it applies
In the agent's own words: what it checks and what it never does.
- A receipt photographed twice counts once
- Cash paid in Italy taxed on the payslip (2025 rule)
- Caps, ACI mileage and the claim checked line by line
- Every total is recalculated from the lines and compared with the printed one; what cannot be read stays empty and is said in the notes, never invented.
A real example
A case from the demo catalogue, with anonymised documents.
The trip's envelope: twelve pages, ten receipts
Monday morning, before the payroll cut-off: Luca Bertolini, a technician at an electrical contractor in Bologna, hands in the envelope of receipts from the Stuttgart trip (3–5 June, by plane with a colleague, for a commissioning) and the office runs it through the scanner in one go. Twelve pages in two languages: breakfast and a coffee at the airport bar, the taxi to the airport on a handwritten receipt, the first day's lunch photographed twice, material bought at the trade counter and one breaker taken back the next day, the hotel, the dinners. Three cash payments in Italy: since 2025 that refund goes on the payslip as income.
The recorded result
Da rimborsare 539,82 € · 10 scontrini (non 12: pag. 4 è pag. 2, pag. 7 è il reso di pag. 5) · 564,80 € · 39,30 € in contanti in Italia: rimborso tassato
real time 1 min 18 s13 credits
Frequently asked questions
How does it treat expenses paid in cash?
Cash spent in Italy is taxed through payroll, as the 2025 rule requires, and the claim says why. Caps, ACI mileage and the employee's claim are checked line by line; the same receipt photographed twice counts once.
What does it cost, and how long does it take?
Usually 9–20 credits for an envelope of receipts (≈ €0.37–0.83) and up to 2 minutes. It depends on the envelope: more receipts and faded photos cost more. The recorded example cost 13 credits in 78 seconds.
Can it run on its own, in a flow?
Connect it to the capture app or a webhook: staff upload receipts from their phones; with no duplicate, no cash in Italy and no cut you get the claim and the CSV by e-mail, otherwise it goes to the office for approval.
Who checks what the agent did?
You do — and it takes a minute, not an afternoon. Every run is a trace: the live timeline, each tool call, each document read, the cost per step, the confidence and sources. Actions that leave the building wait for your approval. The platform never sends, never touches a live store, never moves money.
Where does my data live, and how do you handle GDPR?
Your data is stored in the EU, on one server in Germany. The EU/US data-region setting limits which models an agent can be saved with, not where your data is stored. A no-retention mode and a local runner on your own machine are available. Your plan sets how many days your data is kept — you can change it — and when they run out it is deleted automatically. You download each run's results and delete files, agents and connections in the console; an owner deletes the whole workspace and each person their own account from Settings. The “Your data” page names the services that handle your data.
Related agents
- F1Supplier invoice checkAn invoice has arrived — the SdI XML, a foreign supplier's PDF, a paper one. Before you register or pay it, it tells you whether the figures add up, what is odd and what you must do: withholding, VAT to integrate, stamp duty.
- F2Bank reconciliation and open itemsTells who has really paid and what is really open, from the bank export and the management software's open items.
- F3Overdue receivables and remindersTells who is really late, with what the bank shows paid taken out, and drafts the right letter for each client with the late-payment interest to the day.
Try it on your own documents
The demo shows the recorded cases without an account; with your own workspace you run it on your files.