Start client receipt collection with one client's documents, a clearly authorized source, and a review process you can repeat. In Receiptor AI, use a separate workspace for that client, connect the agreed sources, review a small sample, and check the accounting handoff before rolling the workflow out across your practice.
Agree What the First Client Needs
Choose a client with a known collection problem: receipts spread across inboxes, repeated requests for missing invoices, or a backlog that has not reached the books. A client whose current process works well may not need another tool.
Write down the starting position before changing anything. Where do documents arrive? Which system already receives them? Who checks them? Which dates need catching up? Who is allowed to approve access?
Keep the first test small enough to inspect document by document. A defined supplier group or short period is more informative than connecting every source and counting whatever arrives. The client document collection checklist helps you map the wider process.
Set Up a Separate Client Workspace
Create the client workspace and set its business context and accounting preferences. Receiptor AI supports multiple workspaces, connected sources and team invitations; the getting-started guide covers those setup steps.
Keep unrelated clients separate. If one client owns several companies, decide whether those companies belong in the same workspace with separate business entities or require separate workspaces and access. An entity identifies the company a document belongs to. It does not replace a decision about confidentiality and team access.
Use the client's existing chart of accounts where appropriate. Agree who can change settings and who will resolve uncertain coding rather than allowing several people to make competing corrections.
Ask the Mailbox Owner to Authorize Access
Identify the inbox that actually receives supplier documents. A finance address is useful only if the relevant invoices arrive there. Receipts sent to an owner's separate inbox will need an agreed collection route too.
For a connected Google or Microsoft account, let the authorized owner complete the provider's consent flow. Do not ask them to email you their password. Review the permissions with them and confirm which workspace receives the extracted documents.
If the client does not want to connect an inbox, start with a small set of PDFs or receipt images they supply through an agreed channel. That tests document processing without assuming that inbox access has been approved. Use the client email security checklist before expanding access.
Separate New Documents From a Historical Backlog
Ongoing monitoring and a historical scan are different jobs. Agree whether the pilot covers new incoming documents, an earlier period, or both.
For historical extraction, select the inbox and date range and review the quote before starting. Avoid scanning several years simply to test a month's workflow. For ongoing collection, confirm monitoring is enabled for the intended source and check its connection status.
Include a few documents whose contents appear directly in the email, not just attachments. The email-body invoice guide explains how to test that format.
Review a Representative Sample
Prepare a simple checklist for each document:
- Was the expected document collected from the correct source?
- Do the supplier, date, total and currency agree with the original?
- Is the billed company correct?
- Is the document a new purchase, a duplicate copy, or supporting evidence for another document?
- Does the category make sense for this client's business?
- Is anything unclear enough to require the client or accountant's judgment?
Keep a list of expected documents alongside the collected results. Ten correctly extracted documents do not establish that an eleventh missing invoice was found. Check both collection coverage and the correctness of the documents you received.
Check One Accounting Handoff Before Automating
Connect the intended Xero organization or QuickBooks company when you are ready. Verify the destination before exporting, especially if you manage several clients.
Start with a reviewed document. Inspect the resulting accounting record, its date, amount, status and original attachment. Check whether the purchase already existed in the ledger and whether another tool is also exporting it.
Assign one system responsibility for each export during the pilot. Keep broad automatic exports off until the review steps and destination are understood. This reduces the risk of a test producing records you later need to untangle.
Decide Whether to Add More Clients
Compare the pilot with the process you recorded at the start. Track missing documents, time spent correcting fields, client questions and export exceptions. Set your own acceptance criteria before looking at the results.
A useful rollout decision is specific: which client types fit, which sources are reliable, and which cases still need manual attention. Keep those exceptions in the operating procedure.
For practice pricing, bring your expected client count, monthly document volume, required connections and backlog scope to a demo. Ask for the proposed workspace arrangement and costs in writing. The accountant overview explains where Receiptor AI fits into client-document work.
