Expense Receipt Checklist: Missing References & Duplicates

Match the record to the evidence

Check the date, merchant, gross amount and currency against the receipt or other evidence accepted by your organisation. A receipt reference is a pointer to that evidence, not the evidence itself. The local builder stores only the text reference; it does not upload, scan or retain receipt images. Keep source documents in your approved storage location.

Treat missing references as a review task

The builder counts entries without a receipt reference and prints a warning. It does not delete those lines or automatically make them non-reimbursable. A missing reference may mean the document has not been linked, not necessarily that no receipt exists. Resolve the reason with the claimant and follow the applicable company process.

Review duplicate candidates in context

Two entries are flagged when date, merchant ignoring case and edge spaces, currency, normalized amount and receipt reference match. All rows remain included. This is a narrow heuristic: two legitimate purchases can look identical, while a duplicate with a changed amount or date will not match. Inspect the actual source documents before deleting anything.

Test capture automation with difficult receipts

For a provider trial, use a permitted invented test receipt with an ambiguous decimal separator, a split charge or a different currency. Verify corrections and review history. Documented receipt capture is not evidence of perfect recognition accuracy. Do not upload real employee documents to a new provider before checking your organisation’s data-handling requirements.

Check who paid and what happens next

A receipt does not show every reimbursement decision. Confirm payer, business purpose and whether this report requests repayment. A receipt charged to a company card should not become an employee claim simply because the employee photographed it. For a split receipt, use clearly labelled separate lines and avoid also retaining a full-amount duplicate.

Keep the review package complete

Before handing off, inspect every ledger row, the separate currency totals, missing-reference warning and duplicate warning. Download project JSON for re-editing and export CSV for a line review. Printed output includes committed lines, totals and review warnings; it deliberately does not include a signature, approval status or payment confirmation.