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October 9, 2020

How To Automate Document Uploads Across Your Team

Hilary Smith

No matter where you work. No matter what you do. There's one thing everyone does. Spend far too much time digging for receipts and documents.

In March, 2021, Roger officially became Corpay One. To learn more and understand the change, read this blog post.

You can stop worrying about chasing paper. Roger has you covered with Document Match.

For accountants, especially, far too much time is spent in search of client documents.

But, there is a record of expenses just waiting inside your team's bank account or credit card portal. This is a running tally of all of the expenses your team has accumulated. Of course, taking screenshots of bank records isn't an ideal, or compliant, way to record and reconcile expenses.

Roger is here for you.

Document Match is the latest addition to the Roger platform.

This feature works by taking uploaded .CSV statements from your bank or credit card, then matching them with documents uploaded to Roger.

Here are all of the ways you can leverage Document Match to save time on document gathering.

Automatically match transactions to existing receipts/bills in your Roger Inbox.

This is especially helpful for reconciling your expenses. You're able to match the record of payment with documents already in Roger. For example, those sent by vendors to your RogerAddress. This helps align payments you've made with the documents that are a record of those payments.

Match a document manually by uploading it to Roger.

See a transaction without a document? You can match that transaction by uploading your document right away.

Assigning a co-worker to upload the corresponding document.

At a lot of organizations, there's a shared card for teams. It's up to each team member to account for the expenses they incur, ensuring there's a document to go with them for record-keeping and tax purposes.

Roger's Workflows tool is a powerful automation engine for taking slow, manual work and making it seamless.

Extend the use of Workflows to ensure no documents are missing in Roger. Here's an example of a Workflow you can have preset, so it will run every time a bank statement is uploaded. If the document is missing, it will prompt the coworker to add it.

This feature is especially useful for accountants who use Roger with their clients. As an external accountant, you don't have the same day-to-day interactions or opportunities to ask for missing documents after payments are made.

But, by extending the use of Workflows, members of your clients' teams are responsible for uploading documents and ensuring everything is added to Roger. That way, you have a view into every expense and how that expense needs to be classified and reconciled in the accounting system.

Ignore transactions.

This one is easy. If no document is required to be matched, you can choose leave the transaction as is with no document attached. For example, bank fees!

Why missing documents matter

At tax time, the IRS requires that businesses document every expense with a receipt or invoice.

Travel expenses under $75, excluding lodging, are the only exception where a receipt isn't required.*

The point is, documentation is a mandatory part of claiming business expenses. And, it falls to your entire team to take responsibility to keeping your organization compliant.

When documentation is missing, you open up to risks of being audited. That's a time-consuming, expensive process that goes far beyond the work it takes just to ensure you have documentation in the first place.

*This is specific to the USA market.

How automation helps

Automation tools like Roger already make it easier to ensure you don't lose receipts.

You can use the Mobile App to scan receipts immediately after you make a purchase. Those are then instantly added to Roger where they can be synced to your accounting system.

With Document Match, you can cover all of the cases where you or your team members weren't able to scan a receipt right away. This is especially useful for managers who need to account for every expense, without having to physically chase employees down for documentation.

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