Expense Tracker

Comprehensive expense management skill for tracking, processing, and automating expense workflows.

Core Workflows

1. Receipt Processing Pipeline

RECEIPT TO REIMBURSEMENT:

┌─────────────────┐

│  Receipt Image  │

│  (Photo/PDF)    │

└────────┬────────┘

         ▼

┌─────────────────┐

│  OCR Extract    │

│  - Vendor       │

│  - Amount       │

│  - Date         │

│  - Items        │

└────────┬────────┘

         ▼

┌─────────────────┐

│  Auto-Categorize│

│  - Travel       │

│  - Meals        │

│  - Software     │

└────────┬────────┘

         ▼

┌─────────────────┐

│  Policy Check   │

│  - Limits       │

│  - Approvals    │

└────────┬────────┘

         ▼

┌─────────────────┐

│  Submit Report  │

└─────────────────┘

2. Expense Categories

Category

Examples

Default Limit

Travel

Flights, hotels, transport

$500/day

Meals

Team dinners, client meals

$100/person

Software

SaaS subscriptions

$200/month

Equipment

Hardware, peripherals

$1000/item

Office

Supplies, printing

$50/month

Training

Courses, conferences

$2000/year

3. Approval Workflow

approval_matrix:

  - amount_range: [0, 100]

    required_approvers: []

    auto_approve: true

  - amount_range: [100, 500]

    required_approvers:

      - direct_manager

  - amount_range: [500, 2000]

    required_approvers:

      - direct_manager

      - department_head

  - amount_range: [2000, null]

    required_approvers:

      - direct_manager

      - department_head

      - finance_director

Receipt OCR Template

Extraction Fields

receipt_extraction:

  required:

    - vendor_name

    - total_amount

    - transaction_date

    - payment_method

  optional:

    - line_items

    - tax_amount

    - tip_amount

    - currency

    - receipt_number

  validation:

    date_format: "YYYY-MM-DD"

    amount_precision: 2

    currency_codes: ["USD", "EUR", "GBP", "CNY"]

Sample Extracted Data

{

  "vendor": "Uber Technologies",

  "date": "2024-01-15",

  "total": 45.50,

  "currency": "USD",

  "category": "Travel - Ground Transport",

  "line_items": [

    {"description": "UberX ride", "amount": 38.00},

    {"description": "Tip", "amount": 7.50}

  ],

  "payment_method": "Corporate Card ****4242",

  "receipt_id": "RCP-2024-0115-001"

}

Expense Report Template

Monthly Report Structure

# Expense Report - {Month} {Year}

**Employee:** {name}

**Department:** {department}

**Submission Date:** {date}

**Report Period:** {start_date} to {end_date}

## Summary

| Category | Amount | Budget | Variance |

|----------|--------|--------|----------|

| Travel | $1,250 | $2,000 | -$750 |

| Meals | $380 | $400 | -$20 |

| Software | $150 | $200 | -$50 |

| Equipment | $0 | $500 | -$500 |

| **Total** | **$1,780** | **$3,100** | **-$1,320** |

## Itemized Expenses

### Travel

| Date | Description | Amount | Receipt |

|------|-------------|--------|---------|

| 01/05 | Flight to NYC | $450 | ✓ |

| 01/05 | Hotel (2 nights) | $600 | ✓ |

| 01/06 | Uber to client | $45 | ✓ |

| 01/07 | Train return | $155 | ✓ |

### Meals

| Date | Description | Attendees | Amount | Receipt |

|------|-------------|-----------|--------|---------|

| 01/06 | Client dinner | 4 | $280 | ✓ |

| 01/10 | Team lunch | 6 | $100 | ✓ |

## Approval Status

- [ ] Direct Manager: Pending

- [ ] Finance Review: Pending

Policy Compliance

Auto-Check Rules

compliance_rules:

  receipt_required:

    threshold: 25

    message: "Receipt required for expenses over $25"

  meal_per_person:

    limit: 75

    message: "Per-person meal limit exceeded"

  advance_booking:

    travel_days: 14

    savings_expected: 0.20

    message: "Book travel 14+ days ahead for savings"

  preferred_vendors:

    hotels: ["Marriott", "Hilton", "Hyatt"]

    airlines: ["United", "Delta", "American"]

    message: "Use preferred vendors when available"

Violation Handling

violation_actions:

  soft_violation:

    - flag_for_review

    - notify_submitter

    - allow_justification

  hard_violation:

    - reject_expense

    - notify_manager

    - require_correction

  repeated_violations:

    - escalate_to_hr

    - training_required

Integration Workflows

Slack Expense Bot

slack_commands:

  /expense:

    - upload_receipt

    - check_balance

    - submit_report

    - view_status

  notifications:

    - expense_approved

    - expense_rejected

    - report_due_reminder

    - policy_update

Credit Card Sync

card_integration:

  providers:

    - amex_corporate

    - chase_business

    - brex

    - ramp

  auto_import:

    frequency: daily

    categorize: true

    match_receipts: true

  reconciliation:

    flag_missing_receipts: true

    flag_personal_charges: true

Analytics Dashboard

Spending Trends

MONTHLY SPENDING BY CATEGORY:

Travel    ████████████░░░░ $12,500

Meals     ██████░░░░░░░░░░ $5,800

Software  ████░░░░░░░░░░░░ $3,200

Equipment ██░░░░░░░░░░░░░░ $1,500

Office    █░░░░░░░░░░░░░░░ $800

TOP VENDORS:

1. Delta Airlines    $4,200

2. Marriott Hotels   $3,800

3. AWS              $2,100

4. Uber             $1,500

5. Zoom             $600

Budget vs Actual

DEPARTMENT BUDGET STATUS:

Engineering  ████████░░ 78% ($15,600/$20,000)

Sales        ██████████ 95% ($28,500/$30,000)

Marketing    ██████░░░░ 62% $9,300/$15,000)

Operations   ████░░░░░░ 45% ($4,500/$10,000)

Reimbursement Processing

Payment Schedule

reimbursement:

  processing_days: [1, 15]  # Bi-monthly

  payment_methods:

    - direct_deposit

    - payroll_addition

    - check

  timing:

    submission_deadline: 5  # Days before processing

    approval_deadline: 3

    payment_delay: 2  # Business days after processing

Best Practices

• Submit Promptly: Submit expenses within 7 days of transaction

• Attach Receipts: Always include digital receipts

• Categorize Correctly: Use standard categories

• Add Context: Include business purpose for each expense

• Review Before Submit: Check for policy compliance

• Track Mileage: Log business miles in real-time