Expense reports: snap the receipt and AI reads the details
Each person photographs a receipt with their phone and Remotjob reads the merchant, date, amount, tax and category with AI. It then builds the expense report, sends it for approval, records the reimbursement and matches it against the connected bank. You review and confirm; the AI only suggests.
Receipts in a pocket, a spreadsheet at month end and a bank charge nobody can explain
Reporting expenses usually means collecting crumpled paper, typing amounts into a spreadsheet, chasing approvals by email and, months later, finding a bank charge nobody can place. Remotjob brings the receipt photo, the report, the approval, the reimbursement and the bank match into one flow, with clear spending rules for the whole organization.
From receipt to reimbursement in six steps
Designed for the phone: whoever spends logs it on the spot, without waiting for month end.
1
Snap the receipt
From your phone you open the rear camera and photograph the receipt, invoice or ticket. You can also attach a file or a PDF. The receipt is stored in a private repository of your organization.
2
AI reads and suggests
It reads the merchant, the issuer’s tax ID, the date, the total, the tax, the currency, the document type and number, and suggests the category and the purpose. It only fills in what is empty: it never overwrites what you typed.
3
Review and confirm
You correct whatever is needed, say whether the person or the company paid, the payment method and, if you use Projects, the project. You tick “I reviewed the data and confirm”: without that confirmation, a report with AI-read data cannot be submitted.
4
Build and submit the report
You group your unreported expenses (one person, one currency) into a report and submit it. While it is submitted or approved, its expenses are locked so nothing changes underneath.
5
Approval with clear rules
Approval belongs to whoever your organization’s policy designates, or whoever holds that permission, and never to the person themselves unless you allow it. Rejecting requires a comment; the submitter corrects and resubmits. If you need it, approval can run in levels by amount.
6
Reimbursement and close
For what the person paid, you record the reimbursement with its amount, date, method and reference, and you can link it to the bank outflow. Once it is fully reimbursed, the report closes by itself.
What is included
AI receipt reading
Merchant, tax ID, date, total, tax, currency, document type and number, plus a suggested category. The person always reviews and confirms what the AI read.
Paid by the person or by the company
What the person pays is reimbursable; what the company pays by card or account creates no reimbursement and is matched with the bank. A report with nothing reimbursable closes when approved.
Possible duplicate warning
Remotjob flags an expense if another one in the organization has the same file or the same merchant, date and amount, so the same thing is not reported twice.
Spending policies that warn
Cap per expense and per category, receipt required above an amount, allowed categories and a deadline to report. Policies warn and the approver sees the warning count; they do not block the operation. Email reminders help people report on time and keep reports from sitting undecided.
Matching with the connected bank
Each company-paid expense is matched with a bank outflow by amount, date and merchant similarity, with a match score. Linking takes one click and a bank movement backs at most one expense.
Expense from an unbacked charge
Remotjob lists the bank charges that no expense, reimbursement, supplier payment or purchase invoice backs. With one click you create the expense from that charge and attach the missing receipt.
Pending reimbursements in Treasury
An approved reimbursement that is not yet paid enters the Treasury forecast as an upcoming outflow, so cash never takes you by surprise.
Process map included
The module comes with its own map: what the team does (photograph, confirm, approve, reimburse), what the system does (number, calculate statuses, warn, match) and what the AI does (read the receipt and suggest). It links with Bank and reconciliation, Treasury, Accounting and Projects.
Answers to decide with
What your team records here becomes organizational knowledge: Company Brain for management and People Chat for the team, according to their role, can return answers to decide on your expenses.
Spending control, with a person in charge
Spending is the organization’s money and a receipt is a sensitive document. That is why every step is owned by a person with the right permission and every piece of data is recorded.
Role-based permissions: whoever reports, whoever approves and whoever manages reimbursements and policies are different roles.
Each organization sees only its own data; receipts live in a private repository and each person uploads to their own folder.
The AI only fills what is empty and never replaces what you wrote; AI-read data requires your confirmation.
Nobody approves their own report, or one they submitted or created, unless the organization’s policy allows it.
Expenses, reports and reimbursements carry their own numbering, status and a record of every change.
What it is and what it is not
It is expense reporting with human review. The AI reads and suggests, but it does not decide or approve anything on its own.
Policies warn, they do not block: the approver decides with the warnings in view.
It does not move money: it records the reimbursement you pay, with its method and reference.
Today each report covers one person and one currency, and receipts are uploaded one at a time; it does not calculate mileage or per diems.
Video · 1 min 2 s
Expense reports, explained in a short video
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English narration with Spanish subtitles.
How it works
Learn to use it in minutes
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From the receipt photo to a reimbursed expense · 25s
Frequently asked questions
What does the AI read from a receipt?
Merchant, the issuer’s tax ID, date, total, tax, currency, document type and number. It also suggests the category and purpose of the expense. You review everything and confirm before submitting.
Is there a charge for expense reports?
The module is included in the membership. Only the AI reading of the receipt uses your organization’s AI credits; recording, reporting, approving and matching do not.
Who approves a report?
Whoever your organization’s current policy designates or, if nobody is designated, whoever holds the approve permission. Never the person themselves, unless you allow it. With an approvals policy, it can also be decided in levels by amount.
How does it reconcile with the bank?
Company-paid expenses are matched with outflows from the connected bank by amount, date and merchant, and you link them in one click. Charges nobody backs appear in a list so you can request the receipt or create the expense from the charge.
What if I upload the same receipt twice?
Remotjob flags the expense as a possible duplicate when the file, or the merchant, date and amount, match. The warning stays visible to the person and to the approver.
Stop making expense reports a month-end chore
Tell us how your teams report today; we will show you what the path from receipt to reimbursement looks like inside Remotjob.
