Use cases / Missing receipts
Fourteen receipts missing. One request each.
Chasing receipts as a single email listing fourteen payments gets you four of them. A request each, addressed to the person who actually spent the money, gets you the rest, because nobody has to work out which of the fourteen is theirs. It is the same whether you are a finance team chasing company cards, a site office chasing the van receipts, or a club treasurer after the summer fair.
Receipt for the £29.99 to Screwfix
Ardley Foods · one request for one payment
The payment
14 June · card · £29.99
What we need
A receipt showing that total and date
Where it came from
Written from the June statement
One line per missing receipt
Each is its own request with its own thread, its own owner and its own date. The one nobody can explain does not hold up the thirteen that are fine.
Addressed to whoever spent it
The director does not forward anything. The person who bought the screws gets a link to that one request and sees nothing else of the company’s.
The receipt lands on the request
Attached to the payment it answers, not in an inbox. Six months later the record still says what it was for and who sent it, and there is nothing to sort.
A pack of the ones you are missing
Write the list once and keep it as a template, so next month is the same list with the dates moved on. Each request names the payment in your own words: the date, the amount and who it went to. For money going out you ask for the receipt or invoice; for money coming in you ask what it was for. It stays a draft until you send it, so a mistake is one you fix before anybody is emailed.
- Sections, so a month of them reads as a few groups rather than a wall
- Different people on different requests in the same pack
- One due date set across the lot, and a repeat that raises next month’s for you
Receipts outstanding
Ardley Foods · 5 of 8 in
5 of 8 in3 outstanding
£29.99 to Screwfix
14 June
£402.50 to Corner Plant Hire
19 June
£88.20 to Selco
24 June
Photograph it and it is done
Almost nobody scans a receipt. The request offers a code to scan, and the photograph uploads straight onto that request from the phone in their hand, without an app, an account or a password. The one they cannot find is answered honestly instead of ignored.
- “I cannot get this one” is a real answer, recorded as such, and it stops the chasing
- Reminders list only what that person still owes, and stop when their last one is in
- The whole month downloads as one ZIP, organised by request
Receipt for the £29.99 to Screwfix
Rennick & Vale · 14 June, card payment
What this does not do
Docsroom does not read your bank statement. There is no import that takes a CSV of transactions and turns the ones you tick into requests, and nothing reconciles a receipt against a bank line when it arrives. You decide which payments need evidence, and you write the request that asks for each one.
What it takes off you is the part that actually costs the time: fourteen separate conversations with five people, and knowing at any moment which of them are still outstanding.
Ask five people for one thing each.
Free for 14 days, no card. Send it once and watch the list empty itself.