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 for a finance team chasing company cards, a site office chasing the van receipts, or a club treasurer after the summer fair.
- The payment£29.99
- What we need
- Where it came from
The chase
One email with fourteen lines, or fourteen requests
The list is the same. What changes is who gets asked, and whether anybody can tell which ones are still out.
An illustration. The names and amounts are made up.
One email to five people lists fourteen payments, from £42.60 at Screwfix to £300 paid in with no explanation, and four receipts come back without anyone being able to say which. In Docsroom each payment is its own request, addressed to the person who spent the money, with its own status: some complete, one file just sent, one reminder out, and the £300 answered and ready to check.
Why a request each works
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.
The pictures are illustrations. The names and amounts are made up.
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: a month reads as groups, not a wall
- Different people, different requests, one pack
- One due date for all, and a monthly repeat
- Upload£29.99 to ScrewfixComplete
- Upload£402.50 to CornerReady to check
- Upload£88.20 to SelcoReminder sent
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” ends the chasing
- Reminders list only what each person owes
- The month downloads as one ZIP, by request
- RVRennick & Vale said a photo is fine14 Jun
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.