Adding a Receipt

Attaching a receipt to a transaction satisfies the Receipt required submission rule, allowing the transaction to be marked as submitted and approved. Topkey gives you two ways to add receipts: the Receipt Inbox, which is ideal for email-based receipts and PDFs, and the Webform, a mobile-friendly page that lets cardholders upload receipts directly from their phone — no Topkey login required.

The Receipt Inbox

The Receipt Inbox (Cards > Receipts Inbox) is a holding area for receipts that have not yet been attached to a transaction. Receipts land in the Inbox through email forwarding, and Topkey will attempt to match each one to a pending transaction automatically. Any receipt that cannot be matched automatically stays in the Inbox until someone matches it manually.

Forwarding Receipts by Email

Each Topkey account has a dedicated receipts email address. When you forward a receipt email — such as a confirmation from Amazon, a hotel, or a ride-share service — to that address, the receipt is added to the Inbox automatically.

To find your account's receipts address:

1. Go to Cards > Receipts Inbox.
2. Look for your account's dedicated receipts email address displayed on the page.
3. Forward any receipt email to that address. The receipt will appear in the Inbox shortly.

How Automatic Matching Works

When a receipt arrives in the Inbox, Topkey reviews the amount, card number, and date to look for a matching transaction. If a clear match is found, the receipt is attached to that transaction automatically and removed from the Inbox.

If no automatic match is found — for example, if the receipt details are ambiguous or the transaction has not yet settled — the receipt stays in the Inbox with a Pending status until you match it manually.

Matching a Receipt Manually

1. In the Receipt Inbox, locate the pending receipt on the left side of the page. Each receipt displays the merchant name, amount, date, and the last four digits of the card.
2. On the right side, find the transaction you want to match it to.
3. Select Match next to the transaction. The receipt is attached and removed from the pending list.

Duplicate Receipts

If Topkey detects that an incoming receipt appears to be a duplicate of one already in the system, it flags it accordingly. If a receipt was flagged as a duplicate incorrectly, you can return it to pending status:

1. Locate the receipt flagged as a duplicate in the Inbox.
2. Select Mark as Not a Duplicate. The receipt returns to Pending status and becomes available for matching.

Viewing Past Matches

To see a full history of receipts that have already been matched to transactions:

1. Go to Cards > Receipts Inbox.
2. Select See past matches at the top of the pending receipts panel.

The Past Matches view shows each previously matched receipt along with its merchant, date, amount, and card information.

The Webform

The Webform is a lightweight, mobile-optimized page that lets cardholders upload receipts, add memos, and assign properties and categories to their transactions — all from a phone, without logging in to Topkey.

How Cardholders Access the Webform

Shortly after each card authorization, Topkey sends the cardholder an SMS with a link directly to that transaction's Webform page. Tapping the link opens the transaction immediately, with any required fields highlighted.

The Cardholder Transaction List

When a cardholder opens their Webform link, they see a list of their recent card transactions. Transactions that still need a receipt, memo, category, or property appear under Needs Info. Completed transactions appear under Completed.

Submitting a Receipt from the Webform

1. Tap a transaction from the Needs Info list to open it.
2. In the Receipts section, tap the upload area or take a photo of the receipt directly from your phone's camera.
3. Add a Memo describing the purchase.
4. Assign a Property and Category if required.
5. Tap I'm Done to submit the transaction.

Any required fields that are still missing are shown inline before submission is allowed.

Access Tokens

Each cardholder's Webform link includes a long-lived access token tied to their account. If a link is ever compromised, an admin can generate a new token from the cardholder's profile in Topkey, which invalidates the old link immediately.

Marking a Receipt as Intentionally Missing

If a physical receipt is genuinely unavailable — for example, a receipt that was lost or never issued — you can mark the receipt requirement as intentionally missing rather than leaving the transaction in an incomplete state.

1. Open the transaction in Topkey.
2. In the Receipts section, select the option to mark the receipt as missing.
3. Select a reason from the available options and provide a brief explanation.
4. Save the transaction.

Retrying AI Review on a Receipt

When you upload a receipt, Topkey runs an automated review to extract details from the file. If the review did not process correctly, you can retry it manually.

1. Open the transaction in Topkey.
2. In the Receipts section, select Retry AI Review.
3. Topkey re-queues the review for any receipts on that transaction that have not yet been processed.

When to Use Each Method

Frequently Asked Questions

What happens if a receipt forwarded to the Inbox doesn't match any transaction? The receipt stays in the Inbox with a Pending status. You can match it manually at any time by selecting Match next to the appropriate transaction in the Inbox view.

Can an admin complete the Webform on behalf of a cardholder? Yes. Any admin with access to the cardholder's Webform link can open it and submit receipt information on their behalf. The same validation rules apply regardless of who completes the form.

What should I do if a cardholder's SMS link stops working? The link may have been invalidated. An admin can regenerate the cardholder's access token from their profile in Topkey, which will produce a new valid link. If you need assistance, Contact Support.