Optimize Your Receipt Matching on Credit Card Transactions

At Acubiz, we recommend that you photograph and upload your receipts as soon as you receive them. This ensures a faster and more accurate process for several reasons:

• Avoid lost receipts: You don’t have to store and keep track of physical receipts.
• Higher match accuracy: Acubiz’s automatic matching routine becomes significantly more precise.
• Better overview: You always have an updated status of your expenses.

How It Works in Practice

Credit card transactions are typically registered in Acubiz 1-2 days after the actual purchase (unless you have Real-time transaction data for Acubiz).

When you upload a receipt immediately, the system puts it on hold. As soon as the transaction arrives from the card provider, Acubiz automatically matches the two items and forwards the combined documentation for approval.

Matching Criteria in Acubiz

The system matches receipts and transactions based on the following parameters:

• Amount: Tolerance of +/- 1%

• Date: Matches the closest date within +/- 5 days from the purchase date.

• Currency: Matches on currency (if the transaction does not include a currency code, matching is based solely on amount and date).*

*The vast majority of card providers deliver transaction data with currency.

Best Practice vs. Inefficient Workflow

Recommended Method (Best Practice)

• Take the picture immediately.
  When you upload continuously, the matching criteria hit the mark, and you minimize time spent.

Not Recommended Method (Inefficient)

• Collecting weekly or monthly.
  
• If you upload many receipts at once, the risk of incorrect matches increases—especially if you have multiple transactions with similar amounts in the same period.