For many construction and field service businesses, the 'shoebox of receipts' is a dreaded reality. At the end of every month, finance teams are left chasing faded thermal receipts, trying to decipher handwriting, and guessing which project a purchase belongs to. But what if the solution was already on every employee's phone?
The Problem: Friction Kills Compliance
The primary reason evidence collection fails is friction. Asking a site manager to log into a specialized app, scan a receipt, categorize it, and sync it requires them to stop their actual work. As a result, they put it off until the end of the month—or lose the receipt entirely.
When receipts are lost, VAT cannot be reclaimed, and project costs are under-reported. This leaves businesses vulnerable during audits, as bank statements alone are often insufficient proof of purchase for tax authorities like HMRC.
The Solution: Meet Them Where They Work
The most effective tool is the one your team already uses: WhatsApp. By formalizing WhatsApp as an evidence collection channel, you remove the barrier to entry. There are no apps to install and no passwords to forget.
However, a simple group chat isn't enough. A chaotic stream of photos is just a digital version of the shoebox. You need a system to structure this data.
This is where AuditTrackr comes in. It acts as a bridge between WhatsApp and your finance system. When a user sends a photo of a receipt to the AuditTrackr bot, our AI instantly extracts the Vendor, Date, Amount, and Tax.
How It Works in Practice
- Step 1: Snap & Send. The employee takes a photo of the receipt immediately after purchase and sends it to the dedicated WhatsApp number.
- Step 2: Instant Verification. AuditTrackr replies within seconds, confirming the extracted details (e.g., '£45.00 at Screwfix').
- Step 3: Confirmation. The user replies 'Yes' to confirm. This action stamps the evidence with a digital signature, creating a chain of custody.
- Step 4: Audit Ready. The image and data are automatically filed into a structured ledger, ready for export.
The Outcome: Zero Chasing
By using WhatsApp for capture, companies see a dramatic increase in receipt submission rates. Evidence is captured at the source, preventing loss. Finance teams no longer spend days chasing paper; they simply download a reconciled audit pack at month-end.