Receipt Automation

Receipt automation lets you send receipts to Topkey — by email or direct upload — and have them automatically matched to the correct bank or card transaction. This eliminates manual receipt filing and keeps your transaction records complete without extra effort.

How Receipt Automation Works

When a receipt arrives in Topkey, the following happens automatically:

1. Extraction — Topkey's AI reads the receipt and pulls out the key details: merchant name, date, total amount, and the last four digits of the card used (when available).
2. Matching — Topkey searches your transaction history for a transaction that matches the extracted merchant, amount, and date.
3. Attachment — If a confident match is found, the receipt is attached to that transaction automatically. If no match is found, the receipt is held in your Receipts Inbox for manual matching.

Sending Receipts to Topkey

Option 1: Email Forwarding

Forward any receipt email directly to your Topkey receipt inbox address. Topkey will extract the receipt details from the email body or any attached PDF or image.

To find your forwarding address:

1. Go to Settings in the left navigation.
2. Select Cards, then choose Receipts Inbox.
3. Copy the address shown under Receipts Email using the Copy button.
4. Forward receipts to that address from your email client.

Option 2: Direct Upload

You can also attach a receipt directly to a transaction from its detail view:

1. Open the transaction you want to attach a receipt to.
2. In the transaction detail panel, locate the receipt section.
3. Drag and drop a receipt file onto the upload area, or click to browse and select a file.

Supported formats: JPG, PNG, and PDF — including multi-item receipts with line items.

The Receipts Inbox

All receipts received by Topkey — whether forwarded by email or uploaded — appear in the Receipts Inbox, accessible from Receipts Inbox in the left navigation (listed under Unified Inbox in the sidebar).

The inbox organizes items into tabs:

• Needs Action — Receipts that require your attention, including those waiting to be matched or classified.
• Resolved — Receipts that have been matched, skipped, or otherwise processed.
• All — Every receipt received, regardless of status.

Within the Needs Action tab, receipts are grouped into two sections:

• Ready to Process — Receipts that have been successfully extracted and are ready to be matched to a transaction. Each item shows the merchant name, amount, date, and type badge (e.g., Receipt). Click Match to match a receipt, or Skip to move it out of the queue without matching.
• Needs Classification — Items whose type Topkey could not determine automatically (shown with an Unknown badge). You must classify these before matching can proceed.

Classifying Unknown Items

If Topkey receives a document it cannot automatically identify as a receipt, bill, or invoice, it appears in the Needs Classification section with an Unknown badge.

To classify an item:

1. Locate the item under Needs Classification in the Needs Action tab.
2. Click Receipt, Bill, or Invoice to assign the correct type.

Once classified, Topkey routes the item through the appropriate processing pipeline.

Automatic Matching

After extracting a receipt's details, Topkey searches your transactions for a match based on merchant name, amount, and date. If a single clear match is found, the receipt is attached to that transaction automatically — no action needed on your part.

Manual Matching

If Topkey cannot find a matching transaction automatically, the receipt appears in your Receipts Inbox under Ready to Process with a Match button.

To manually match a receipt:

1. In the Needs Action tab, find the receipt you want to match.
2. Click Match next to the receipt.
3. In the receipt detail view, search for and select the correct transaction.
4. Confirm the match.

Bulk Match

If you have a queue of unmatched receipts to work through, use the Bulk Match view to handle them all in a single workflow. This view shows your unmatched receipts alongside your transaction list so you can match them one by one without navigating away between each one.

Unmatching a Receipt

If a receipt was matched to the wrong transaction, you can detach it and reassign it:

1. Open the matched receipt from the Resolved tab of the Receipts Inbox.
2. Select the option to unmatch the receipt from its current transaction.
3. The receipt returns to an unmatched state, and you can manually select the correct transaction.

Skipping and Bulk-Skipping Items

To move items out of the Needs Action queue without matching them:

• Skip a single item — Click Skip next to any receipt in the Ready to Process list.
• Bulk skip — Select multiple items and use the bulk skip action to dismiss them all at once.

Skipped items move to the Resolved tab and are no longer shown in the Needs Action queue.

Retrying Failed Processing

Occasionally, a receipt may fail to process — for example, if the email could not be parsed or the AI extraction encountered an error.

• Retry a failed email — From the receipt detail view, you can re-queue a failed email message through the full extraction pipeline.
• Re-run AI extraction — If extraction completed but produced wrong or incomplete data (for example, the wrong amount or merchant name), you can re-trigger the AI extraction step for that receipt to try again with the same source document.

Receipt Settings

Navigate to Settings → Cards → Receipts Inbox to manage your receipt automation configuration:

Frequently Asked Questions

What happens if a receipt can't be matched to any transaction? The receipt is stored in your Receipts Inbox under Needs Action. From there, you can manually search for and select the correct transaction. The receipt stays in the inbox until you match it, skip it, or it is matched automatically when the corresponding transaction posts.

Can I re-match a receipt that was already matched to the wrong transaction? Yes. Open the receipt from the Resolved tab, then use the unmatch option to detach it from its current transaction. You can then manually assign it to the correct one.

How long does it take for a receipt to be processed after I forward it? Most receipts are extracted and matched within a few minutes of being received. If processing takes longer or shows a failed status, you can retry extraction from the receipt detail view. If the problem persists, Contact Support.