Receipt & Document Capture
Snap, forward, drop, dictate — receipts reach your books from 9 different channels.
A receipt can arrive 9 ways: phone photo, drag-and-drop, email forward, team email forward, WhatsApp, Telegram, Slack, MS Teams, or Gmail auto-scan. AI reads it, extracts every field, categorises it against UK GAAP, and matches it to a bank transaction. You forget about it.
In short
AccountsOS captures receipts and documents from 9 channels — phone photo, drag-and-drop upload, email forwarding, team email allowlist, WhatsApp, Telegram, Slack, MS Teams, and Gmail auto-scan — extracts every field with Gemini Vision OCR, auto-categorises against UK GAAP, and matches each receipt to its bank transaction. Stored HMRC-compliantly for 6+ years.
Free during Early Access — no credit card required
Everything Receipt & Document Capture can do
9 ways to capture
Wherever a receipt shows up, we can grab it.
- Phone camera (works in the browser, no app install)
- Drag-and-drop in the dashboard (PDF, PNG, JPG, JPEG, GIF, WEBP, BMP, SVG, TIFF)
- Email forward to documents@accounts-os.com
- Team email forwarding (allowlisted addresses for your team)
- WhatsApp photo or PDF (Twilio)
- Telegram bot @accountsOS_bot
- Slack — drag into a DM with the AccountsOS app
- Gmail auto-scan (we watch your inbox for receipts/invoices)
- MS Teams (code complete, awaiting credential roll-out)
AI extraction with Gemini Vision
State-of-the-art OCR built for messy real-world receipts.
- Reads crumpled, faded, photographed and angled receipts
- Extracts: vendor, date, amount, VAT, currency, line items, payment method, receipt number
- Confidence scoring on every field
- Auto-detects receipt language (English, German, French, Spanish, Italian, more)
- Multi-currency receipts converted to GBP at the date rate
- Reprocessing on demand — fix one field, re-extract the rest
Smart filing & filtering
Junk in, junk out — unless we filter it for you.
- Spam and signature filtering on inbound email
- Deduplication by content hash (forward the same receipt twice — only one shows up)
- Auto-categorisation against UK GAAP chart of accounts
- Confidence-flagged for review where the AI isn't sure
- Pending queue + cron-driven background processing
- HMRC-compliant 6+ year storage of original images alongside extracted data
Auto-match to bank transactions
A receipt without a bank match is just a photo. We close the loop.
- Algorithm scores receipts against bank transactions on amount, date, vendor
- One-click confirm a suggested match
- Manual match UI for tricky cases (split payments, refunds)
- Unmatch and re-match workflow
- 'Pending matches' inbox so nothing slips through
Capabilities at a glance
9 capture channels (phone, drag-drop, email, team email, WhatsApp, Telegram, Slack, MS Teams, Gmail)
Gemini Vision OCR for messy real-world receipts
Vendor, date, amount, VAT, line items extracted in <4 seconds
Auto-categorisation against UK GAAP
Multi-currency conversion to your base currency
Receipt-to-bank-transaction auto-matching
HMRC-compliant 6+ year storage
Deduplication, spam filtering, confidence scoring
Reprocessing on demand if extraction is wrong
Bulk upload for catching up months at a time
How It Works
Send it any way you want
Snap a photo on your phone, forward an email to documents@accounts-os.com, drop in a Slack DM, send by WhatsApp, or have us watch your Gmail inbox.
AI reads everything
Gemini Vision extracts vendor, date, total, VAT, currency and line items in under 4 seconds, with a confidence score on each field.
Auto-categorised
The AI assigns the right UK GAAP category based on merchant type and your historic patterns, then files the original image.
Matched to your bank
As soon as the matching bank payment lands, we link the receipt and your reconciliation is complete. No tick-and-tie spreadsheet.
By the numbers
Real-world Use Cases
Business travel
Snap hotel, train and meal receipts straight from the phone. Categorised, VAT extracted, attached to the right bank transaction by the time you land.
Subscription invoices
Forward subscription email receipts to documents@accounts-os.com — Calendly, Notion, Vercel, Anthropic, all parsed and posted automatically.
Catch-up at year end
Upload 6 months of receipts as a bulk PDF. We process the queue overnight and surface anything that needs review the next morning.
Whole-team capture
Add your co-founder's and contractor's email to the allowlist. They can forward expenses to the same shared inbox without giving anyone access to your books.
Plays nicely with
Resend (inbound)
LivePowers email forwarding to documents@accounts-os.com.
Twilio
LivePowers WhatsApp and SMS receipt capture.
Telegram
LiveBot integration via @accountsOS_bot.
Slack
LiveDrag-and-drop into a DM with the AccountsOS app.
Gmail
LiveOAuth-connected inbox scanning.
Microsoft Teams
Coming SoonCode complete — awaiting credentials roll-out.
Gemini Vision
LiveUnderlying OCR + extraction model.
Companies House
LiveCross-references vendors against incorporated companies.
AccountsOS vs Shoebox + spreadsheet
| Capability | AccountsOS | Shoebox + spreadsheet |
|---|---|---|
| Capture channels | 9 (photo, email, WhatsApp, Slack, Telegram, Teams, Gmail, drag-drop, team email) | 1 (post-it note) |
| OCR | Gemini Vision, 99% accuracy | Squinting at faded ink |
| Auto-categorisation | UK GAAP, AI-driven | You guess and label |
| Multi-currency | 40+ currencies, auto-convert | Calculator + Google FX rate |
| Matching to bank | Auto, one-click confirm | Manual tick-and-tie |
| Storage | 6+ years, HMRC compliant | Faded paper in a shoebox |
| Team capture | Allowlisted email forwarders | Chase the co-founder |
Why founders pick this over the spreadsheet
Save 5+ hours a month on data entry
Never lose a tax-deductible expense
Capture receipts on the go — no app to install
Always audit-ready with the original image stored
Reduce keying errors to near zero
Your team can submit receipts without you babysitting
Frequently Asked Questions
Which file formats do you accept?
PDF, PNG, JPG, JPEG, HEIC, GIF, WEBP, BMP, SVG and TIFF. Email forwards with attachments work too — we strip the attachment automatically.
How accurate is the OCR?
Around 99% on clean printed receipts and 95%+ on crumpled, faded or photographed ones. Confidence scores show you which fields to double-check before posting.
What does the AI extract?
Vendor / merchant name, date, total amount, VAT amount, payment method, currency, receipt number, and individual line items where they're visible.
Is this HMRC-compliant?
Yes. We store the original image alongside the extracted data for at least 6 years, which meets HMRC's digital record-keeping requirements for limited companies.
Can I capture from WhatsApp / Slack / Telegram?
Yes — all three are live. Snap a photo and send it to your AccountsOS WhatsApp number, the @accountsOS_bot on Telegram, or drag into a DM with the AccountsOS Slack app. The receipt lands in your books in seconds.
Can multiple team members forward receipts?
Yes. Add their email addresses to the authorised forwarders allowlist in Settings. Only listed addresses can submit, so randoms can't pollute your books.
What about foreign-currency receipts?
We detect the source currency, convert to GBP (or your base currency) at the receipt date's exchange rate, and post both values in your records.
What if the AI gets a field wrong?
Edit it in one click. The original image stays attached and you can request a re-extraction if multiple fields look off.
How does receipt matching to bank transactions work?
Our matcher scores candidate transactions on amount, date and vendor name. High-confidence matches are auto-linked; lower-confidence ones land in a 'pending matches' queue for one-click confirmation.
What if I forward the same receipt twice?
Deduplication by content hash. The same image will not create a duplicate transaction, even if forwarded by two different team members.
Is Gmail auto-scan secure?
You authorise via Google OAuth with a read-only scope. We only fetch messages that look like receipts/invoices, never store your unrelated email, and you can revoke at any time.
Explore more of AccountsOS
Bank Statement Import
Drop a CSV or PDF from any UK bank — we read it. No template setup.
Bank Reconciliation & Rules
Your bank feed teaches itself. The same payee never gets manually categorised twice.
Document Vault
Every document. Searchable. Linked. Stored for 6 years.
Email Forwarding & Team Allowlist
Forward to documents@accounts-os.com — receipts, invoices, statements all flow in.
Messaging Channels
Wherever you message, you can do accounting.
Ready to try Receipt & Document Capture?
Get started with AI-powered accounting for your UK limited company.
Unlimited receipts on every plan, including Free Early Access.
Get Started FreeFree during Early Access — no credit card — cancel anytime