Table of Contents
Overview
Collecting and verifying receipts is often a manual burden for both employees and finance teams. Airwallex’s AI receipt matching automates this process. When a user uploads or emails a receipt, Airwallex AI analyzes the document and automatically attaches it to the corresponding card transaction.
This feature allows your employees to submit receipts via email forwarding or bulk upload, significantly reducing manual work.
What are the uploading methods?
There are two primary ways to introduce receipts into the Airwallex system for matching:
1. Email forwarding
Users can forward digital receipts (such as invoices, booking confirmations, or order confirmations) directly to Airwallex.
Manual Forwarding: Users can forward individual emails to receipts@expenses.airwallex.com
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Auto-forwarding: Users or Admins can set up rules in their email provider (Gmail or Outlook) to automatically forward all receipts to the address above.
Note: For security and matching accuracy, emails must be forwarded from the user's registered Airwallex email address. Receipts forwarded from a shared email (e.g., finance@company.com) which is not the owner or a contact in your card will not match successfully its settled transactions.
2. Bulk upload
Users can drag and drop multiple receipt files at once into the Airwallex web app or mobile app. Airwallex AI will process the batch of receipts and attempt to match them to settled transactions.
How does the matching work?
Important: The system attempts to match a receipt to a transaction only if the person uploading the receipt is also the cardholder or contact of the card used for the transaction.
To ensure accuracy and prevent data leaks, Airwallex’s AI follows strict ownership rules. It does not simply look for a matching amount and date across the entire company; it looks for a match within the uploader's scope. Specifically:
If an uploader is a delegate for someone, it will also look for a match within the delegator’s scope.
If an uploader is a cardholder of a company card, it will also look for a match within all the transactions for that card.
Ingestion: The system receives the receipt via upload or email.
Identification: The system identifies who uploaded the receipt based on the email sender or the logged-in user.
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Matching: Airwallex AI scans the expenses owned by that specific user. It looks for a transaction with a matching:
Transaction date
Amount
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Result:
Match found: The receipt is automatically attached to the expense.
No match: The receipt remains in the user’s receipt inbox for manual review.
FAQs
What happens if a receipt is not matched?
When Airwallex AI cannot find a high-confidence match (due to data discrepancies or ownership described above), the receipt will remain in the receipt inbox. Users can then manually attach these receipts to card expenses, create or add to reimbursement reports.
Can I set up a central company email to forward all receipts?
Not at this time. Emails must be forwarded from the individual user's email address associated with their Airwallex account. Forwarding from a generic alias (like receipts@company.com) is not yet supported, except if this email belongs to a user who is associated as a cardholder.
I am an Admin. Why didn't the receipts I uploaded for my team match?
To ensure accuracy and prevent data leaks, the matching algorithm requires the uploader to be the cardholder. If you upload a receipt for a transaction made on an employee's card, the system will not auto-match it, even if the amount and date are correct. You would need to be a named cardholder on that card for the match to occur.
Does this work for Reimbursements?
Yes. If you forward or upload receipts that are not linked to a card transaction, they will sit in your receipt inbox. You can then select these receipts and attach them to reimbursement reports.