Ask a client for missing receipts
Every month, some till receipts and invoices are missing. The cockpit finds the transactions without a receipt and prepares the message for your client. You review it, then send it.
Before you start
- You must be the firm’s Owner, an Admin or a Collaborator: a Viewer cannot prepare a request.
- The company must allow you to see its expenses.
What the cockpit counts as a missing receipt
For the month chosen:
- journal entries without a supporting voucher;
- expenses recorded without a receipt or an invoice attached.
The Fiduciary copilot card on the mandate’s overview gives the number, for example 3 transactions without a receipt this month. Before the first calculation, it says Missing receipts: write the summary to count them.
Prepare and send the request
Open the mandate. On the Fiduciary copilot card, choose the Month.
Click Prepare the request to the client. The Request for missing receipts window opens with a draft that lists each transaction: its date, its amount, the supplier and the description.
Check the To field (1). It is the company’s address, or that of one of its users.
Review the Subject and the Message. Change them freely: add a deadline, remove a transaction.
Click Send (3). The request goes out with your address as reply-to: your client answers you directly.
To write from your own email program, or to another address, click Copy (2): the subject and the message are copied; paste them into your email.
Nothing leaves without you
The message only goes out when you click Send. The draft is written in the company’s language. If the company’s AI is switched on, it writes the draft (Draft written by AI); otherwise, To Bill uses a template (Standard draft). Either way, review it.
At the bottom of the card, the latest requests appear with their status: Draft or Sent, with the recipient and the date.
| Message | What to do |
|---|---|
| This address does not belong to the company | Choose the address of the company or of one of its users, or click Copy and send from your own email program. |
| Sending failed. The draft is kept | Try again, or copy the text into your email program. |
| Too many requests in a short time | Wait a few minutes. |
What your client does
Your client adds the documents in To Bill, where you find them:
- they attach the receipt to the expense: see Receipts and scanning;
- they drop their receipts and invoices into To review, where the autopilot reads them: see The receipts autopilot;
- they photograph the receipt with the mobile app: see Scan a receipt.
Receipts to review
In To do, … receipts to review counts the company’s expenses that the firm has not reviewed. The Open in To Bill button opens the company’s list of expenses, with their documents. Once the documents have been checked, click Mark as reviewed, on the To do line or below the tile on the mandate’s card: the counter goes down. Undo, in the message, puts them back to review.
Legal basis
- Every accounting record is supported by an accounting voucher; a voucher is any document, on paper or electronic, that makes it possible to verify the transaction: Art. 957a para. 2 no. 2 and para. 3 CO.
- Books and accounting vouchers are kept for ten years: Art. 958f para. 1 CO.