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Nine ways in

Send a receipt however's easiest, and forget it.

Snap it, forward it, drop it, or dictate it. Finn reads it, files it, and matches it to the bank line.

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Free for 14 days, no credit card

accounts-os.com/documents
DocumentsLive
Just forwarded a receipt from WhatsApp
FGot it: £4.20 at Blank Street, filed as Subsistence, matched to your card.
FFinn filed 1 receipt from WhatsApp in seconds.
Live

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. AI 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.

9
Capture channels
<4s
Per receipt
6+ yr
HMRC retention

Everything it does

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

Document Intelligence (Phase 2)

Receipts are just the start. Drop any document: we figure out what it is.

  • Detects 6 document subtypes: timesheet, purchase order, quotation, expense report, delivery note, credit note
  • Extracts structured data: line items, hours, rates, PO numbers, dates, totals
  • Auto-links the document to the matching transaction, invoice, bill, estimate, contact or project
  • Create-from-document tools: timesheet → invoice, PO → bill, quotation → estimate
  • Editable line items on document detail page: fix one field without re-uploading
  • Unlinked transaction finder surfaces what still needs matching

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

Structured extraction for timesheets, POs, quotations, expense reports, delivery notes, credit notes

Auto-linking to transactions / invoices / bills / estimates / contacts / projects

Create-from-document: turn a timesheet into an invoice, a PO into a bill

How It Works

1

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.

2

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.

3

Auto-categorised

The AI assigns the right UK GAAP category based on merchant type and your historic patterns, then files the original image.

4

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

99%
Field extraction
Vendor, date, amount, VAT, line items
Auto
Match to bank
Receipt linked to its bank transaction
40+
Currencies
Foreign receipts auto-converted to GBP
De-dupe
Built in
Same receipt forwarded twice never doubles

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)

Live

Powers email forwarding to documents@accounts-os.com.

Twilio

Live

Powers WhatsApp and SMS receipt capture.

Telegram

Live

Bot integration via @accountsOS_bot.

Slack

Live

Drag-and-drop into a DM with the AccountsOS app.

Gmail

Live

OAuth-connected inbox scanning.

Microsoft Teams

Coming Soon

Code complete: awaiting credentials roll-out.

Gemini Vision

Live

Underlying OCR + extraction model.

Companies House

Live

Cross-references vendors against incorporated companies.

AccountsOS vs Shoebox + spreadsheet

CapabilityAccountsOSShoebox + spreadsheet
Capture channels9 (photo, email, WhatsApp, Slack, Telegram, Teams, Gmail, drag-drop, team email)1 (post-it note)
OCRGemini Vision, 99% accuracySquinting at faded ink
Auto-categorisationUK GAAP, AI-drivenYou guess and label
Multi-currency40+ currencies, auto-convertCalculator + Google FX rate
Matching to bankAuto, one-click confirmManual tick-and-tie
Storage6+ years, HMRC compliantFaded paper in a shoebox
Team captureAllowlisted email forwardersChase 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

Document Intelligence

Drop any document. We figure out what it is, what's in it, what it links to, and what records it creates.

Bank Statement Import

Drop a CSV or PDF from any UK bank: we read it. No template setup.

Bank Reconciliation

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

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?

Set up in minutes. Finn works in the background on your books, wherever you're based.

Get Started Free

Unlimited receipts on every plan, included on every paid plan (14-day free trial, then £20/month + VAT).

Free for 14 days, no credit card, cancel anytime