Upload your ERP invoice and your expense receipts, either as one PDF (the invoice first, the receipts at the end) or as separate files. The tool matches each receipt to its invoice line(s), numbers the receipts, tags each matched expense line with that number, stamps the same number on every receipt page, and gives you one PDF with the receipts attached at the end. It can also export the labor and expense detail to Excel. Everything runs in your browser and your files are never uploaded, unless you choose “Read with Claude” for receipts the tool can’t read itself (step 2). Nothing is saved automatically: use Save progress to pick up later. The bar shows Unsaved changes whenever you have work that isn’t saved yet.
How this works (quick guide)
Quick start
Upload. In step 1, upload one PDF (the invoice first, the receipts at the end) or the invoice PDF and the receipt PDFs or photos. Look at the Invoice checks.
Receipts. Set the markup in step 2. Type the total on scanned receipts, or use Read with Claude.
Link. In step 3, confirm the suggested matches, pick receipts for the rest, mark lines that need no receipt, and tick Verified as you finish each row.
Output. Build PDF (the invoice with numbered receipts attached) and Export Excel. Save progress any time.
What the labels mean
total matches (green): the receipt total plus markup equals the invoice line(s).
suggested: matched automatically. Choose the same receipt again to confirm it.
check (orange): only the amount matched, so look closely.
● in a receipt list: that receipt isn’t assigned to any invoice line yet.
dashed outline: a total read by Claude. Check it against the preview.
Verified: the row is locked. Suggest links and Clear all links leave it alone.
The Excel file
Labor (one tab per phase): every entry, a summary by task, and hours by week (weeks end Friday; over 40 hours is highlighted).
Expenses / Mat or Sub (one tab per phase): receipt #, Cost (invoice amount ÷ (1 + markup)), Inv Amt with Markup, and a Task/Code Summary.
Receipt Index: each receipt with its page range in the built PDF.
Exceptions: everything flagged under Review flags in step 3, plus a line for every description you edited, added or cleared, showing what it said before and after.
Saving your work
Save progress writes a small file with your links, edits, verified ticks and settings (not your PDFs). The bar shows “Unsaved changes” until you save, and your browser may ask before you close the page. To continue later, upload the same files (or the same combined PDF), then click Resume…. Your browser decides where downloaded files go.
Good to know
A single combined PDF is split where the invoice ends: the “Page n of M” printed on the invoice’s pages tells the tool how long the invoice is, and everything after it becomes receipts. If the split isn’t right, or it can’t find the invoice, choose the invoice’s pages yourself in step 1: Change pages… on the invoice, or Set invoice pages… on a file in the list under it.
Built for the “Ph & Tsk w/ comments” invoice layout. If the Invoice checks fail or the line count looks wrong, the invoice may not have been read correctly.
If the tool is shown inside another page (for example a SharePoint web part) and files don’t download, the page is probably not allowed to download: open the tool in its own browser tab. Where your browser offers a “Save as” window, the tool uses it.
Before a PDF is saved, the tool re-opens it and checks the page count, stamps, tags and the invoice text. The result shows in the save box.
Read with Claude sends images of a receipt’s first pages (only for receipts with no readable total) to Claude through your company’s secure Azure service. Nothing else leaves your browser.
Tick Edit labor descriptions in step 1 to add step 4, where you can rewrite any labor description. Edits replace the original on the invoice when you build the PDF and appear in the Excel Labor tab. A line or entry with no description can be given one, printed on one line beside the date.
In the preview panel: ← → switch receipt, Esc closes it, and you can drag its left edge to resize it.
1 Invoice and receipts
Upload one PDF with the invoice first and the receipts after it, or upload the invoice PDF and the receipt PDFs or photos separately (add more files at any time). The tool tells them apart by what is printed on the pages. The invoice is the PDF exported from your ERP (the one with labor by task and the “Vendor Name” expense sections). The tool reads the expense lines and the labor entries, and checks the invoice’s own math. Tick Edit labor descriptions to add a step where you can rewrite any labor description.
2 Receipts
The receipts you upload in step 1 appear here. A PDF with many receipts is split for you: the tool finds where each new receipt starts and numbers them 1, 2, 3… in order. Pages with no total of their own (terms, flight rules, a “thank you” page, a booking page) are kept with the receipt they belong to. Pages with no text at all (photos, screenshots) can’t be read, so each stays its own receipt: click Merge ↑ when one continues the page before it. Photos (JPG/PNG) work too. Each card shows what was read and whether it matched an invoice line. You can type a vendor or total, split or merge receipts, or give one receipt its own markup.
Opens the same upload box as step 1.
No receipts yet. Upload them in step 1, together with the invoice or after it.
Invoice amount = receipt total × (1 + markup). Used to match each receipt to its invoice line(s), including scanned receipts once you type their total. If one receipt was marked up differently, tick “Unique markup” on its card.
Receipts
For receipts with no readable total (screenshots, photos). This sends images of those receipts’ first pages to Claude through your company’s secure Azure service. Nothing else leaves your browser.
3 Link receipts to invoice lines
Pick the receipt for each expense line. Lines that share a receipt (an item plus its tax and delivery, for example) get one number. Choose No backup needed for lines that never have a receipt (per diem, mileage and distance are chosen for you). Lines left as “none” are not tagged, and receipts marked ● in the lists aren’t assigned to any line yet. You can also rewrite a description (it replaces the original on the invoice when you build the PDF), or add one where a line has none (it prints on a single line beside the date). Tick Verified when a row is done. Verified rows are locked and count toward your progress, and you’ll be warned first if a row doesn’t add up.
Pg
Vendor
Date
Description
Amount
Receipt
Verified
Add your invoice in step 1 to see its expense lines here.
4 Edit labor descriptions
Every labor charge on the invoice. Rewrite a description and it replaces the original on the invoice when you build the PDF, and it shows in the Labor tab of the Excel file. Where an entry has no description, you can add one: it prints on a single line beside the date. Untick the box in step 1 to hide this step (your edits are kept).