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Overview

Expense tracking and report preparation can be tedious and time-consuming. Righthands efficiently manage receipts, categorize expenses, and prepare accurate expense reports for executives.

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Core Capabilities

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Receipt Management

Receipt Capture

Forward receipt images or PDFs to Righthand for automatic processing

Data Extraction

Automatically extract date, vendor, amount, and category

Expense Categorization

Smart categorization based on vendor and expense type

Receipt Storage

Organize receipts chronologically and by expense report

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Expense Report Preparation

Righthands streamline the entire expense report process:
1

Gather Receipts

Collects all receipts from email forwards, photos, or uploaded files
2

Extract Information

Automatically reads receipt details (merchant, amount, date, category)
3

Verify and Categorize

Reviews extracted data and confirms expense categories
4

Generate Report

Creates formatted expense report ready for submission

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Common Use Cases

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Monthly Expense Report Generation

"Create expense report for October. Include all receipts I've sent you this month."

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Travel Expense Management

For business trips, Righthand can:
Monitor daily meal allowances and flag when approaching limits
Automatically convert international expenses to home currency
Generate comprehensive expense summaries per trip
Flag expenses that may exceed company policy limits

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Real-Time Expense Tracking

Stay on top of expenses as they happen:
Example Workflow
1. Take photo of receipt immediately after purchase
2. Email or message receipt image to Righthand
3. Righthand extracts details and adds to current period
4. Get instant notification if approaching budget limits
Set up automatic forwarding from your corporate card emails to Righthand for real-time transaction tracking.

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Advanced Features

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Policy Compliance Checking

Righthand can verify expenses against company policy:
Policy RuleRighthand Check
Meal limitsFlags meals over $75 (or your limit)
Receipt requirementsIdentifies missing receipts over $25
Advance approvalChecks for pre-approved expenses over threshold
Mileage ratesCalculates reimbursement at correct rate
Prohibited expensesFlags categories not allowed for reimbursement

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Budget Tracking

Monitor executive spending against budgets:
1

Set Monthly Budgets

Define budget limits for travel, entertainment, supplies
2

Track Against Budget

Righthand monitors spending in real-time
3

Alert When Approaching Limits

Get notifications at 75% and 90% of budget
4

Monthly Budget Reports

Receive summary of spending vs. budget by category

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Multi-Currency Management

For international travel:
  • Automatic currency conversion using real-time exchange rates
  • Proper notation of original currency and converted amount
  • Date-specific exchange rate documentation for compliance
  • VAT/GST identification and tracking

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Integration with Systems

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Corporate Card Integration

Connect corporate card transactions: 
Corporate card transaction appears:
- $125.50 - Starbucks - Oct 15, 2024

Righthand automatically:
1. Matches with receipt you forwarded that day
2. Confirms amount matches
3. Categorizes as "Client Meeting"
4. Adds to current expense report
5. Marks as "Ready for submission"

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Accounting System Export

Export reports in formats compatible with:
  • Concur
  • Expensify
  • QuickBooks
  • Netsuite
  • Custom Excel templates
  • PDF for manual submission

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Best Practices

Immediate Receipt Capture

Forward receipts to Righthand right away - don’t wait until month-end

Add Context Notes

Include purpose of expense: “Client meeting with ABC Corp”

Weekly Reviews

Review accumulated expenses weekly to catch errors early

Backup Receipts

Keep original receipts until expense report is fully approved

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Example Workflows

Scenario: Executive returns from 3-day conference trip
  1. Pre-Trip Setup
    • “Create new expense folder for Tech Conference Boston trip”
    • Set up daily per diem allowances
  2. During Trip (receipts forwarded in real-time)
    • Flight receipt → categorized as Travel
    • Hotel folio → categorized as Lodging
    • Client dinner receipts → categorized as Entertainment
    • Uber receipts → categorized as Ground Transportation
  3. Post-Trip Processing
    • “Generate complete expense report for Boston trip”
    • Righthand compiles all receipts
    • Calculates totals by category
    • Flags: Hotel minibar charge exceeds policy
    • Creates report with all receipt images attached
  4. Submission
    • Export to company expense system
    • Email PDF summary to Finance
    • Archive all receipts by trip
Scenario: Track regular monthly subscriptions and memberships
  1. “Set up tracking for monthly recurring expenses”
  2. Define expected recurring charges:
    • Professional association dues
    • Software subscriptions
    • Parking pass
    • Mobile phone reimbursement
  3. Righthand automatically:
    • Captures recurring charges each month
    • Alerts if charges change unexpectedly
    • Includes in monthly expense report
    • Tracks annual totals for budget planning
Scenario: Detailed tracking required for client entertainment expenses
  1. After client dinner, forward receipt with note: “Client dinner with ABC Corp - John Smith and Sarah Johnson”
  2. Righthand records:
    • Amount and date
    • Client name and attendees
    • Restaurant and location
    • Purpose of meeting
    • Payment method
  3. At quarter-end: “Generate client entertainment summary for Q4”
    • Report shows all entertainment expenses by client
    • Useful for account profitability analysis
    • Supports client billing if appropriate

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Expense Report Template

Righthand generates professional expense reports with:
  • Executive summary of total expenses by category
  • Detailed line-item listing with dates and descriptions
  • Receipt images properly labeled and organized
  • Policy compliance verification
  • Approval signature line
  • Submission date and report number
Configure your company’s expense policies in Righthand settings for automatic compliance checking.
Always review automatically categorized expenses before submission. Righthand’s suggestions should be verified for accuracy and policy compliance.