Match receipts before month-end turns into a search

Secure file paths per workspace

For new workspaces, files are stored under their own path. This prevents a file name or a portal link from accidentally pointing to someone else’s records. Access is also restricted by the tenant logic and storage permissions.

Portals and exports are bound by the same limits as the app. A public client link only opens the case it was meant for.

What a good monthly routine needs

Receipts should be uploaded, checked and categorized promptly. A monthly review finds missing files, unclear amounts and unmatched bank transactions before the records go to your tax advisor.

The app can give hints; how an expense is treated for tax purposes remains your responsibility and may require a question to your tax advisor.

Find things again instead of archiving and forgetting

Searching by client, category, period or project turns an archive into a working tool. A clean file name helps, but structured assignment matters more than a perfect folder tree.

Before you start, test a month rollover and an export. That way you know whether the data comes out in the form you actually want to hand over.

From incoming receipt to month-end close

A receipt can arrive as a PDF, an image or an email attachment. What matters is that you assign it to a business transaction and check the amount, date, supplier and category. A central receipts view shows which expenses still need checking, assigning to a project or exporting for your tax advisor.

Assign each receipt as promptly as possible. If you wait several weeks, the context and the link to a payment are often missing. A short comment or a project reference explains later what an expense was for. That helps as much with your own month-end close as with questions about individual entries.

• Link the original file to the business transaction
• Check supplier, date, amount and category
• Mark unresolved receipts as an open task

Check receipt quality and duplicates

A file name alone is not a reliable duplicate check. The same amounts and merchants can occur on different days, while the same receipt can be uploaded several times. Sumaro can highlight suspicious matches; the final decision stays with you, so that a legitimate recurring expense doesn’t disappear by accident.

Also make sure the original file stays readable and isn’t replaced afterwards by a new version. For a correction or a missing proof, add a traceable note. That turns a folder full of attachments into an expense process that can be checked.

Connect expenses, bank and tax advisor

When a bank transaction matches a receipt, the match can be prepared. If there are several plausible hits, the workflow asks instead of automatically marking the wrong expense. This restraint matters for small businesses, because a wrong match is harder to find later than an open check.

Before the export, you set the period and the documents needed. Sumaro provides a working basis; which account coding, input VAT treatment or retention applies in the individual case is decided with professional advice.