Standing service expense-receipts-tied-to-card-statement-every-month · revised 12 October 2026
Standing service
Have each month's receipts tied to your card statement, with missing ones listed
Each month up to 150 receipts become expense lines paired to your card statement, with two lists: receipts with no payment and payments with no receipt, and the reading re-tested.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
Receipts keep arriving in new shapes, from new suppliers and new phones, and the reading that passed once can slip on a new layout. Month after month the same gap appears: payments with nothing behind them and receipts nobody can place. The monthly job is a repeatable pairing with its own regression test.
Who it’s for: Office manager or bookkeeper who closes the card statement every month.
Usually starts when: Receipts and card statements arrive every month, in new shapes from new suppliers and phones.
The result: Each month you receive expense lines for up to 150 receipts paired to your card statement, the two exception lists with counts that reconcile both ways, and a test report from a sample of 30 receipts you label.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- For every pair the receipt total is compared with the statement line, and a pair that differs is flagged
- The reading passes the frozen test pack on this month's receipt shapes
What we watch
- The month's receipts as legible images or PDFs
- The card or bank statement as a CSV you export
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A statement closes and the receipts arrive. | We pair them and send the lines, lists and test report. |
| A merchant's receipts start to be misread. | We hold that merchant's receipts, report it and re-test before using them again. |
| Payments sit without receipts two months running. | We list them first and offer the one-off pairing for the backlog. Linked job: Receipts tied to card statement |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Turn a folder of receipts into expense lines and see which card payments have no receipt Job Optional
Each receipt becomes one row paired to a line on your card or bank statement, with two separate lists: receipts with no payment, and payments with no receipt.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly expense lines CSV
- Pairing sheet and exception lists
- Test report
Included
- Up to 150 receipts and one statement CSV a month
- Expense lines, the pairing sheet and two exception lists
- A sample of 30 receipts labelled by you, scored each month
- Draft reminders per cardholder id, unsent
Not included
- Deciding whether an expense is allowed
- Medical receipts, which are held back
- Accounting, tax, audit, legal or financial advice: a named person at your business decides every money question
- Filing, submitting, approving, posting or paying anything in any system
- A statement that your figures are correct, complete or ready for audit
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month counts reconcile both ways: receipts equal paired plus unpaired, and statement lines equal paired plus unreceipted
Evidence: The pairing sheet counts
On 30 receipts you label each month, at least 27 have merchant, date, currency and total right, and a confident wrong total is reported at the top (a monthly tripwire, not proof of a 90% rate)
Evidence: The labels beside the rows
Each month the frozen test pack is re-run, and every case that passed last month still passes; a case that fails is reported with its cause
Evidence: The monthly test report
Originals are unchanged (checksums match) and nothing was written to any live system by us
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A new receipt shape produces confident wrong totals. | A 30-receipt sample is scored each month, and a wrong total that was not held is reported at the top. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
| The output is read as a clearance or an accountant's opinion. | Every output says it lists things noticed, not that anything is correct. Your named person decides what to do. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login, key or write access to any live system
Questions
Do you contact cardholders?
No. Draft reminders are for your person to send.
Does it work on foreign-currency receipts?
Only with a rate source you supply. Otherwise they are listed in their own currency and flagged.
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “expense-receipts-tied-to-card-statement-every-month” as the subject.