How to Make Receipt Tracking Easy for Your Employees
Receipt tracking is one of those tasks that nobody enjoys—but it’s essential for IRS compliance at tax time. For your employees, it can feel like a chore. For you, it’s a critical part of keeping the books straight. The good news? Modern tools like Outpave can make this process almost effortless for everyone. Here’s how you can simplify receipt tracking for your team.
1. Real-Time Notifications on Transactions
A major hurdle in receipt tracking is timing. Employees often forget to upload receipts after making purchases, leading to a frustrating scramble at month-end. Solve this with real-time notifications that alert employees immediately after a transaction occurs.
For example, when an employee uses a company card, they can receive a push notification reminding them to upload a receipt right then and there. This gentle nudge ensures they don’t put it off—and keeps your expense tracking up to date.
2. Go Mobile: Keep It With Them On the Go
If you are having employees turn in receipts to your accounting team, you are doing it wrong. Whether it’s grabbing materials from a supplier or covering travel expenses, they’re often on the move. I've seen trucks full of receipts as I'm talking to teams and they've turned nothing into their account team. The challenge, if you get audited, it will be impossible to tie those receipts to the transactions you wrote off on your taxes. The IRS could then exclude those from business expenses and you'll have a hefty fine of 20% + interest. That’s why a mobile app is key.
With a tool like Outpave, employees can handle everything directly from their phone. Snap a picture, upload the receipt, and they’re done in seconds. It’s convenience at its best, eliminating the need for them to save paper receipts or log onto a desktop later.
3. Make It Simple: One Click, Done
The secret to high adoption rates for any tool is simplicity. If tracking receipts feels complicated, employees will resist. We make it very simple. The center of our mobile app is the camera button. If you take a picture of the receipt there, it will automatically match it to the transaction like magic. No need for employees to manually enter details or match receipts to expenses—the app takes care of it.
Why Outpave?
At Outpave, we’ve designed our solution to make expense tracking as simple as possible for your team. With features like real-time notifications, an intuitive mobile app, and automated receipt matching, we help employees stay compliant without added hassle. If we can make it easy, you can stay in compliance.
Ready to make expense tracking effortless? Check out Outpave and see how we’re redefining the financial tools you need to scale your company.
