Reconciliation
Expense capture
Photo of a receipt becomes a categorized expense.
Operating rules
Mobile receipt photo capture
Auto-categorization with confidence scoring
Approval queue with bulk-approve
QuickBooks sync; CSV export for outside accountants
Expense capture turns a phone photo of a receipt into a categorized, approval-ready expense entry. Amount, vendor, date, and category are extracted; the entry posts to your accounting platform after one-tap owner approval. Clerks submit in the field; the back office sees a unified queue across all stores. Spend trends and category benchmarks are computed at the portfolio level.
Reconciliation
Expense capture
Photo of a receipt becomes a categorized expense.
Mobile receipt photo capture
Auto-categorization with confidence scoring
Approval queue with bulk-approve
QuickBooks sync; CSV export for outside accountants
Live review
Morning operating brief
Assistant summary
Expense capture turns a phone photo of a receipt into a categorized, approval-ready expense entry. Amount, vendor, date, and category are extracted; the entry posts to your accounting platform after one-tap owner approval. Clerks submit in the field; the back office sees a unified queue across all stores. Spend trends and category benchmarks are computed at the portfolio level.
Overview
What it does.
Clerks snap receipts in the field; the system extracts amount, vendor, date, and posts the entry to the right category. Owners review and approve in a unified queue.
- Mobile receipt photo capture
- Auto-categorization with confidence scoring
- Approval queue with bulk-approve
- QuickBooks sync; CSV export for outside accountants
- Spend trends and category benchmarks across stores
Operator fit
Operators who lean on this most.
Expense capture is part of every StationPro deployment. These operator profiles tend to open it daily.
Questions
FAQs
What categories are recognized?
The standard chart of accounts for c-store operations: utilities, repairs & maintenance, supplies, payroll-adjacent, vehicle, freight, professional services. New categories can be added per tenant; the model adapts after 5 to 10 entries in the new category.
What about cash expenses?
Same flow. The clerk snaps the receipt, the system records it as a cash-paid expense, and it reduces the expected cash drawer at EOD automatically. No more "where'd the $40 go" mysteries at close.
Want to try Expense capture on your data?
A 30-minute demo. We'll set up a tenant with this feature wired to your operational shape and walk it live.