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💰 Expense Automation

Automate receipt and bill processing from capture to QuickBooks sync. Eliminate manual data entry and reduce errors.

Overview​

FlowLogik's expense automation uses AI to extract data from receipts and bills, route them through approval workflows, and sync directly to QuickBooks Online - all automatically.

How It Works​

1. Receipt Capture​

Multiple Upload Methods:

  • Web Upload - Drag & drop or click to upload from your computer
  • Email Forwarding - Forward receipts to your unique inbox email
  • Mobile App - Snap a photo and upload instantly (coming soon)
  • Bulk Upload - Upload multiple receipts at once

Supported Formats:

  • PDF, JPG, PNG, HEIC
  • Multi-page documents supported
  • Any language (auto-translated)

2. AI Data Extraction​

FlowLogik's AI extracts all key data in 3-5 seconds:

  • Vendor name - Auto-matched to your QuickBooks vendor list
  • Amount - Including tax and total
  • Date - Transaction or receipt date
  • Payment method - Cash, credit card, check, etc.
  • Line items - Itemized list of purchases
  • Tax amount - Sales tax extracted separately
  • Currency - USD, EUR, INR, etc. (auto-converted)
  • Receipt number - Invoice or receipt number

Accuracy:

  • 99%+ accuracy on standard receipts
  • Learns from your corrections over time
  • Handles handwritten receipts and faded ink

3. Review & Coding​

After extraction, review and add GL coding:

What You Review:

  • Verify vendor, amount, date
  • Select expense account (e.g., "Office Supplies", "Travel", "Meals")
  • Add class, location, or department
  • Add notes or reference numbers
  • Assign to customer/project (billable expenses)

Smart Defaults: FlowLogik remembers your coding patterns:

  • Same vendor → same account
  • Similar description → same category
  • Same amount range → same approver

4. Approval Routing​

Route expenses for manager approval based on rules:

Approval Rules:

  • Amount threshold (e.g., >$100)
  • Department or class
  • Vendor or category
  • Custom conditions

Approval Process:

  1. Expense routes to approver
  2. Approver gets email notification
  3. Approver reviews in FlowLogik
  4. Approver clicks "Approve" or "Reject"
  5. Submitter gets notification

Multi-Level Approvals:

  • Route to multiple approvers in sequence
  • Require all or any approver
  • Set timeout and escalation rules

5. QuickBooks Sync​

Once approved, sync to QuickBooks with one click:

What Gets Created:

  • Bill (if unpaid vendor bill)
  • Expense (if paid expense)
  • Credit Card Charge (if credit card purchase)
  • Journal Entry (for complex allocations)

What Gets Synced:

  • Vendor (created if new)
  • Amount and tax
  • GL account(s)
  • Class, location, department
  • Receipt attachment (linked to transaction)
  • Notes and memo

Sync Options:

  • Manual sync (click button)
  • Auto-sync after approval
  • Batch sync multiple expenses

Key Features​

Duplicate Detection​

FlowLogik automatically detects duplicate receipts:

  • Same vendor + amount + date → flagged as potential duplicate
  • Shows similar receipts for review
  • Prevents duplicate QuickBooks entries

Credit Card Matching​

Import credit card statements and match to receipts:

  1. Upload bank/card statement (CSV or PDF)
  2. FlowLogik extracts transactions
  3. Auto-matches transactions to receipts
  4. Unmatched transactions flagged for review
  5. Matched transactions sync to QuickBooks

Matching Rules:

  • Vendor name + amount + date (±3 days)
  • Fuzzy matching for vendor names
  • Manual match override available

Multi-Currency Support​

Process expenses in any currency:

  • Auto-detects currency from receipt
  • Converts to your base currency (USD, EUR, etc.)
  • Uses current exchange rates
  • Records both original and converted amounts in QuickBooks

Policy Enforcement​

Set spending policies and flag violations:

  • Amount limits - Flag expenses over threshold
  • Category restrictions - Restrict certain expense types
  • Vendor whitelist - Require approved vendors only
  • Receipt requirements - Require receipt for expenses >$X
  • Out-of-policy warnings - Alert approvers to policy violations

Batch Processing​

Process multiple receipts efficiently:

  • Upload 50+ receipts at once
  • AI extracts all in parallel
  • Review all in one session
  • Bulk approve/reject
  • Batch sync to QuickBooks

Common Use Cases​

Monthly Credit Card Reconciliation​

  1. Export credit card statement as CSV
  2. Upload to FlowLogik
  3. FlowLogik matches transactions to receipts
  4. Review unmatched transactions
  5. Collect missing receipts from employees
  6. Sync all matched transactions to QuickBooks
  7. Reconcile in QuickBooks

Employee Expense Reimbursement​

  1. Employee uploads receipts to FlowLogik
  2. Employee reviews and submits for approval
  3. Manager receives approval request
  4. Manager approves in FlowLogik
  5. Finance team syncs to QuickBooks
  6. Reimburse employee via payroll or separate payment
  7. Expense recorded in QuickBooks

Vendor Bill Processing​

  1. Vendor sends invoice via email
  2. Forward to FlowLogik inbox email
  3. AI extracts vendor, amount, due date, line items
  4. FlowLogik matches to vendor in QuickBooks
  5. Assign GL codes and approver
  6. Route to approver
  7. Once approved, sync to QuickBooks as Bill
  8. Schedule payment in QuickBooks

Month-End Close​

  1. Process all pending receipts and bills
  2. Match all credit card transactions
  3. Review and resolve discrepancies
  4. Sync all approved expenses to QuickBooks
  5. Reconcile bank and credit card accounts
  6. Close period in QuickBooks

Time Saved:

  • Before FlowLogik: 3-5 days
  • After FlowLogik: 4-6 hours

Integration Details​

QuickBooks Online​

What Syncs:

  • Vendors (bidirectional)
  • Chart of accounts (from QuickBooks)
  • Classes and locations (from QuickBooks)
  • Tax codes (from QuickBooks)
  • Expenses and Bills (to QuickBooks)
  • Receipt attachments (to QuickBooks)

Sync Frequency:

  • On-demand (click button)
  • After approval (automatic)
  • Scheduled batch (nightly)

Field Mapping:

  • Amount → Total
  • Tax → Sales Tax
  • Payment Method → Payment Method
  • GL Account → Category
  • Notes → Memo
  • Receipt → Attachments

Best Practices​

Organize Your Receipts​

  • Process receipts weekly (don't let them pile up)
  • Use descriptive file names when uploading
  • Add notes for context (who, what, why)
  • Tag receipts by project/client for billable expenses

Set Up Approval Workflows​

  • Route expenses >$100 to manager
  • Route expenses >$1000 to director or CFO
  • Auto-approve expenses <$50 from trusted employees
  • Require receipts for all expenses >$25

Keep QuickBooks Clean​

  • Review and merge duplicate vendors regularly
  • Standardize GL account usage (don't create new accounts unnecessarily)
  • Use classes/locations consistently
  • Archive old vendors you no longer use

Train Your Team​

  • Show team members how to upload receipts
  • Explain GL account selection guidelines
  • Set expectations for turnaround time
  • Review common mistakes and how to avoid them

FAQ​

How accurate is the AI extraction?​

99%+ accuracy on standard receipts. The AI learns from your corrections and improves over time.

Can I edit extracted data?​

Yes, all fields are editable. Review and correct any errors before syncing to QuickBooks.

What if FlowLogik doesn't recognize a vendor?​

You can create new vendors directly in FlowLogik, or let it sync from QuickBooks after you create the vendor there.

Can I approve expenses on mobile?​

Yes, approvers receive email notifications with a link to approve/reject in their mobile browser.

How do receipt attachments work?​

Receipt images are attached to the expense/bill in QuickBooks. View them directly in QuickBooks Desktop or Online.

Can I split expenses across multiple GL accounts?​

Yes, use line items to allocate different amounts to different accounts, classes, or locations.

What happens if I upload a duplicate receipt?​

FlowLogik detects duplicates and shows a warning. You can review similar receipts and choose to skip or proceed.

Can I use FlowLogik without QuickBooks?​

Currently, FlowLogik is built specifically for QuickBooks Online. Other accounting systems coming soon.

Need Help?​

📧 Email: support@flowlogik.com
💬 Live Chat: Available in the dashboard
📺 Video Tutorials: Coming soon
📚 Knowledge Base: help.flowlogik.com

  • Timely submission - Require submission within 30 days
  • Receipt required - Enforce receipt requirement for all expenses
  • Pre-approval - Require pre-approval for large expenses
  • Regular audits - Randomly audit expense reports

Month-End Close​

  • Daily reconciliation - Reconcile daily instead of month-end
  • Automate journal entries - Set up recurring entries
  • Close checklist - Use standardized checklist
  • Early close - Aim to close by day 3-5
  • Continuous improvement - Track and reduce close time

Pricing​

Accounting Automation is available on all FlowLogik plans:

  • Starter - Basic AP/AR automation
  • Professional - Advanced workflows + expense management
  • Business - Multi-entity + advanced reporting
  • Enterprise - Custom workflows + dedicated support

View full pricing →

Need Help?​