Smart Receipt Management introduces an automated receipt matching feature for purchase invoices in Finnish Procountor environments. The feature is designed for accountants who handle purchase invoices (typically credit card invoices) and need to link cost receipts to the correct invoice rows.
Although it was designed for credit card invoices, it also works for purchase invoices with few caveats (e.g. automatic suggestion is not shown if the purchase invoice was not paid with credit card)
Previously, this process required manually searching through cost receipts and linking them one by one. Procountor automatically suggests the most suitable cost receipt for each invoice row, and the accountant can review, approve or discard each suggestion directly from a new Receipt matching dialog.
When no suitable receipt is found, the accountant can upload the receipt from their computer, search for it among unhandled cost receipts, request it from a Procountor mobile user, or mark the row as handled when no receipt is needed. Outstanding receipt requests can be followed up in the Task list view.
Bank statement entry reconciliation view can be used to allocate unhandled bank statement entries to 1 appropriate matching cost receipt.
Key capabilities:
Automatic cost receipt suggestions based on amount, date and currency for purchases paid by credit card
Preview of cost receipt attachments and key details
Approve, discard, undo and unapprove matching decisions
Uploading missing receipts from your computer
Searching for unhandled cost receipts with free-text search, date filters and sorting
Marking invoice rows as handled when no receipt is needed
Requesting missing receipts from Procountor mobile users and sending manual and automatic reminders
Tracking receipt requests in the Task list view
Visual receipt matching status in the purchase invoice row grid
Support for foreign currency transactions
Access via the invoice row grid toolbar, Attachment panel and Accounting view
Note! The feature is available only in Finnish environments. Swedish environments are not supported.
Receipt matching
To use the Receipt matching, the following conditions must be met:
You are working in a Finnish Procountor environment.
The new renewed Procountor UI is activated in your personal settings.
Cost receipts must have payment method set to Credit card to be suggested automatically.
You have at least viewing rights to purchase invoices and person register.
You have All rights to purchase invoices to approve, discard, upload receipts, mark rows as handled and send receipt requests. User right restriction to view only your purchase invoices shouldn't be active.
To receive receipt requests, the company mobile user must have the Procountor mobile paid features enabled.
Opening the Receipt matching view
The Receipt matching view can be accessed:
1. In the invoice row grid toolbar of a purchase invoice by clicking the Receipt matching button.
If you have unsaved changes to invoice rows or fields that affect invoice rows (e.g. discount, currency), a confirmation window appears asking whether to save before opening.
Changes to other invoice fields that don't affect invoice rows opens the view directly.
2. Invoice’s Attachment panel.
The Receipt matching button is also available in the Attachment panel of the purchase invoice.
If there are unsaved changes which affect invoice rows, the same save confirmation applies as above.
3. From the Accounting view, where the Receipt matching button is available in two locations:
In the Attachment panel within the accounting view.
In the Transactions grid toolbar.
Note! When opened from the Accounting view, receipt date is used to check whether the invoice falls within a closed financial period or tracking period, not invoice date.
Receipt matching dialog
Invoice rows
For each invoice row, the following information is displayed:
Product name (typically the place of purchase)
Sum with currency in EUR
Date (delivery date when available - purchase invoice received as e-invoice can have this information)
Foreign currency amount and currency code for transactions paid in a currency other than EUR (e.g. USD, SEK), if present in parenthesis
Invoice row comment if present, shown below the row details. If the comment is longer than 4 lines, a Show more button allows you to expand it.
A visual line connects each invoice row to its corresponding cost receipt suggestion, helping you identify which suggestion belongs to which row. The line highlights when a row or suggestion is selected.
Receipt Suggestion card
Each cost receipt suggestion displays:
Seller name
Price with currency code
Receipt date
If no suitable cost receipt is found for an invoice row, the row shows a Receipt missing card. This means that no unhandled cost receipt paid by credit card matched the row's amount and date. Receipts paid by other means are never suggested automatically, but you can find them with Search.
From the Receipt missing card, you can upload the receipt from your computer, search for it among unhandled cost receipts, request it from a Procountor mobile user, or mark the row as handled (see Resolving missing receipts).
When you select a cost receipt suggestion, in the Preview area these are displayed:
Seller name
Attachment filename; if the receipt has multiple attachments, a dropdown lists all filenames
Additional information added by the user when creating the receipt
Price with currency code
Creator name (Last name, First name)
Payment method
VAT percentages; if the receipt has multiple VAT%, each VAT% is shown
Attachment’s preview.
Supported preview formats: PNG, JPG, JPEG, PDF.
For unsupported file formats, a message is shown indicating the file cannot be previewed.
If the cost receipt has multiple attachments, use the dropdown to switch between them.
For multi-page PDF attachments, you can navigate between pages, zoom in and out, and jump directly to the first or last page
Attachment added directly to an invoice - either from computer or via cost receipt management - and linked to an invoice row using "Attach to row" or “Add attachment to row", is also shown. In this case, the invoice row is treated as Matched. Only the filename is displayed.
A drag handle between the two sides allows you to resize the areas.
Cost Receipt Suggestions
When the Receipt matching view is opened, Procountor automatically searches for the most suitable unhandled cost receipt for each invoice row. To be considered as a candidate, a cost receipt must:
Be unhandled (not yet attached to any Procountor document like travel invoice, expense claim, bank statement)
Have at least one attachment
Have payment method set to Credit card
From the eligible candidates, Procountor finds the best match based on:
Amount. The cost receipt price must exactly match the invoice row sum.
For invoice rows paid in a foreign currency (e.g. the row shows 200.00 EUR (2 162.63 SEK)), cost receipt must match the foreign currency amount and code.
If such a match is not found, cost receipt with the same converted EUR amount is suggested, if available. If the purchase invoice was received as e-invoice, conversion rate is taken from e-invoice information.
Date. The cost receipt date must fall within the allowed matching window:
If the invoice row has a delivery date, the cost receipt date must be within 0–3 days before the delivery date. Receipts closer to the delivery date are scored higher.
If the invoice row has no delivery date, the cost receipt date must be within 45 days before the invoice date. All receipts within this window receive the same score regardless of how close or far their date is from the invoice date.
If one cost receipt matches best, only that one is shown. If several receipts score equally, all of them are displayed for you to review.
Note! If a cost receipt was added to the Attachment panel but not linked to the invoice row, that receipt will not appear in the receipt matching view.
Making Matching Decisions
Note! You need All rights to purchase invoices to approve, discard or remove matches. Users with viewing rights only can open the view and browse suggestions but cannot make changes. If the "Prevent creating new invoices and editing invoices page" limitation is enabled for your username, you cannot perform any actions even with All rights.
Approving a match
To accept a cost receipt suggestion for an invoice row, click the tick icon on the suggestion card.
The suggestion and its invoice row are highlighted in green.
A green tick icon appears on the invoice row.
Other suggestions for the same row are removed from view.
The accepted receipt is no longer shown as a suggestion for other invoice rows.
Save your changes.
Discarding a Suggestion
To discard a suggestion, you do not want to use, click the X icon on the suggestion card.
The suggestion and its invoice row are highlighted in orange.
The suggestion card shows "Proposal discarded" with an undo, upload and request option
Save your changes
Note! If you discard a suggestion and save the changes, the receipt will no longer appear as a suggestion for that row. The row returns to the Receipt missing state, where you can still find the same receipt via search, upload a file, request the receipt from a mobile user, or mark the row as handled.
Undoing a Discard
To restore a discarded suggestion before saving, click the Undo icon on the discarded card.
The suggestion is restored to its active state.
The orange warning indicator is removed from the invoice row.
Removing an approved match
To reverse an approved match within the same session, click the X icon on the approved suggestion.
The green border and tick icon are removed from the invoice row.
The suggestion returns to its default state with both tick and X icons.
Note! If the invoice is in a closed financial period or tracking period, removing an already saved match is not permitted. The X icon is hidden and a notification is shown at the top of the view.
Saving and cancelling
You need to save to confirm all your made changes.
When changes are saved:
Approved matches are linked to their invoice rows and the cost receipts are marked as handled.
The Attachments column count for the invoice row increases by 1.
Discarded suggestions are no longer shown for those rows in future sessions.
Removed matches are unlinked and the cost receipts are marked as unhandled; the Attachments count decreases by 1.
The invoice row grid updates to reflect the new matching statuses.
Click Cancel (or close the view) to discard all changes made during the session and to restore the state it was in when you opened it.
Resolving missing receipts
When an invoice row is in the Receipt missing state, you have four ways to resolve it:
Upload the receipt from your computer
Search for it among unhandled cost receipts
Request it from a Procountor mobile user
Mark the row as handled when no receipt is needed.
Uploading a missing receipt from your computer
Business users sometimes deliver receipts outside the Procountor mobile app — for example by email. You can attach such files to an invoice row directly in the Receipt matching dialog.
To upload a receipt:
In the Receipt matching dialog, click the upload icon on the Receipt missing card of the invoice row.
2. An Attachments dialog opens. Add one or more files either by clicking Click to upload or by dragging and dropping them from your file browser. You can select multiple files at once. The selected files are listed in the dialog.
3. Click Apply in the Attachments dialog.
After applying:
The file content is shown immediately in the preview panel, even before you save the changes. Supported preview formats are PNG, JPG, JPEG and PDF; for other formats a message is shown indicating the file cannot be previewed.
The Receipt missing card updates to a green approved state showing the uploaded filename. If you uploaded several files, only one card is shown and it displays one filename; the preview panel provides a dropdown for switching between the files.
A remove button lets you undo the upload before saving. If several files were uploaded, removing deletes all of them at once.
Saving and cancelling:
When you save the changes in the Receipt matching dialog, the uploaded files are automatically approved and linked to the invoice row. The row is treated as Matched and is no longer shown as Receipt missing. On the invoice row grid, the Attachments column count increases by the number of uploaded files, and the files appear in the invoice's Attachment panel. When you reopen the Receipt matching dialog, the uploaded files are shown on the card in the approved state, and no cost receipt suggestions are offered for that row.
If you click Cancel — either in the Attachments dialog or in the Receipt matching dialog — before saving, the uploaded files are discarded. Nothing is stored, and the row returns to its previous state.
Searching for unhandled cost receipts
When an invoice row is in the Receipt missing state, selecting it opens a Search panel on the right-hand side of the Receipt matching dialog (instead of the preview). The search covers all unhandled cost receipts that have at least one attachment, regardless of payment method — so you can find a receipt even if it was submitted as cash, bank transfer, or another payment type instead of credit card.
The search panel contains:
A free-text Search receipt field with the placeholder "Search receipt by seller, price, creator or additional information". It searches across the seller name, price, creator of the cost receipt, and the additional information text. Partial matches are supported.
Start date and End date filters for the receipt date. By default, the end date is the delivery date of the invoice row (or the invoice date if no delivery date is set), and the start date is 45 days before the end date. Both dates are editable — useful when the receipt date differs from the invoice date because of a typing or scanning error.
A sorting selector.
Search results are listed as collapsed cards and more results load automatically as you scroll.
Each card shows:
The seller name as the card title. If the cost receipt has no seller name, it is shown as Nameless receipt.
Up to one line of the additional information (the beginning of the text, clipped with an ellipsis if longer). If the receipt has no additional information, no empty line is shown.
Detail chips: price with currency code, purchaser, receipt date, VAT %, and the payment method (shown only when a payment method is set on the receipt).
The receipt's filename. If the receipt has more than one attachment, they are listed in a dropdown.
An Approve button.
If no results match your search, an empty-state view is shown.
Note! A cost receipt that you have already approved for another row in the same session is hidden from the search results — even before you save — so you cannot accidentally match the same receipt to two different rows. If you remove the match before saving, the receipt reappears in the search results.
Sorting and previewing search results
You can sort the search results with the sorting selector. The default order is newest first. Available options:
Date: newest first / oldest first — by receipt date.
Price: smallest first / biggest first — by the receipt amount. Sorting compares the numeric amount only and does not convert foreign currencies; for example 120 EUR, 121 USD, 130 EUR is the "smallest first" order.
Seller name: : A→Z / Z→A — case-insensitive alphabetical order.
Changing the sort order re-arranges the current result list immediately and does not clear your search text or date filters.
To verify a receipt before approving it, click a search result to expand it. The preview section on the right then shows the receipt's full additional information and a preview of its attachment. If the receipt has one attachment, it is previewed directly; if it has several, a dropdown lets you switch between them.
Approving a receipt from the search results
When you find the correct receipt, click Approve on the result card. The receipt is immediately linked to the selected invoice row:
Under the Receipts column of the view, the receipt is shown in the approved (green) state, and the invoice row changes from the warning (orange) state to green.
The search panel is replaced by a preview of the approved receipt, consistent with other approved receipts.
The approved card shows an X icon for unapproving. Clicking it removes the approval, returns the row to Receipt missing, and restores the search panel.
To persist approvals, you need to save your changes. The Attachments and Receipt matching columns on the invoice row grid are then updated.
Marking an invoice row as handled
Some invoice rows never get a receipt — for example annual card fees, service charges, or purchases whose receipt is handled through an internal process. You can close off such rows with the Mark as handled action in the view toolbar, so they stop showing as missing.
Select the invoice row and click Mark as handled. This works for rows in the Receipt missing, Proposal discarded, Request cancelled by user and Request cancellation pending (when accountant cancels the request, but change isn’t saved yet) states — including rows with a zero or negative amount. It is not available for rows that are already approved, already marked as handled, currently showing a suggestion, already responded to by the mobile user, or that have an open or pending receipt request; attempting it for such rows shows an alert above the row list.
After marking:
The receipt card changes to Marked as handled and the preview shows No file to preview.
You can undo the action before saving; the earlier state is restored.
When you save the changes, the Receipt matching column on the invoice row grid changes to Marked as handled. The Attachments column count does not increase, since no file is linked.
When you reopen the view, the row is shown as Marked as handled and no suggestions are offered for it. Click the X icon on the card to unmark it — the row returns to Receipt missing (or shows a new suggestion if a matching cost receipt has since arrived), with the upload, search and request options available again.
Hiding handled rows
A Hide handled rows toggle in the top right corner of the Receipt matching dialog lets you focus on rows that still need attention. When the toggle is on, rows that are already approved or marked as handled are hidden from the list; when it is off, all rows are shown. Rows you approve or mark as handled during the current session stay visible until the changes are saved. The toggle state is remembered within your session.
If the toggle is on and every invoice row is matched or marked as handled, the rows area shows a confirmation state: a green checkmark with the text "All invoice rows handled". Turning the toggle off shows the full row list again.
Requesting missing receipts from a mobile user
You can ask a Procountor mobile user to submit a missing receipt directly from the Receipt matching dialog.
Receipt requests can be received only by users who are using the paid functionalities in the Procountor mobile app (You can view them from Procountor mobile in Management > Company info > Usage settings > Additional features). If no user in the company has this setting, an alert is shown when the view opens — you can still upload or search. Sending requests also requires full editing rights to purchase invoices.
This article explains how to handle receipt requests in the Finago Procountor mobile app.
Note! To receive missing receipt requests, company mobile users must have at least version 4.0.0 of the Procountor mobile application in use.
Requesting a receipt for a single row
Click Request on the Receipt missing card of the invoice row. The Request missing receipt dialog opens. The dialog description identifies the row by product name and amount (with the foreign amount shown in brackets if the row has one).
Choose a Procountor mobile recipient and a Due date — both are required. The due date from your previous request is pre-selected the next time.
Click Apply. The request is queued and the card shows the recipient and due date. Clicking Cancel makes no changes.
While a request is queued you cannot upload, search, or request again for that row, but you can click the X icon to remove the queued request and return the row to Receipt missing. The request is dispatched only when you save the changes in the Receipt matching dialog. The card then changes to the Requested state.
Requesting all missing receipts at once
If all rows of the purchase invoice belong to one person, use the Request all missing receipts button in the view toolbar. It opens a dialog with a Procountor mobile recipient dropdown and a required Due date. The button requires at least one row in the Receipt missing state; otherwise, an alert is shown.
When you click Apply, all rows currently in the Receipt missing state are queued for the request — except rows with a zero amount, which are excluded. You can remove the queued request from an individual row with the X icon. On saving the changes, one grouped request covering all the included rows is sent to the selected recipient.
While a request is open
Once a request has been saved and sent, the invoice row's Receipt matching column in the purchase invoice row grid shows the Requested status, and the Receipt matching dialog shows the Requested state for the row.
While the request is open, you cannot link a file to that row through the traditional attachment flow of the invoice view (the Attachments column link, the Attach to row button, or the Add attachment to row button).
Attempting to do so shows an informational message telling you that the mobile user has not yet responded and that you should cancel the request before attaching a receipt manually.
Even when a row has an open request, the matching algorithm still runs for it. If a matching cost receipt already exists in the system — for example, because the mobile user uploaded the receipt through the traditional flow rather than answering the request — the suggestion is shown as an additional card below the Requested card.
If you approve the suggestion and save, the open request is automatically cancelled, and a cancellation push notification is sent to the mobile user.
If you discard the suggestion and save, the request stays open and the suggestion is no longer displayed. The row's status remains Requested.
Cancelling a request
To cancel a request that has already been sent, click the X icon on the Requested card – the card changes to Request cancellation pending.
While the cancellation is unsaved, upload, search and re-request are unavailable; you can undo to revert to Requested. The cancellation takes effect when the change is saved, after which the row's status returns to No proposal (or shows a new proposal if a matching receipt has since arrived).
When the company mobile user sends the requested receipt
When the mobile user submits the requested receipt from the Procountor mobile app, the invoice row's status changes from Requested to Responded. The submitted receipt is always shown as a suggestion for that row in the Receipt matching dialog, even when the automatic matching criteria are not met. The row is marked with a blue exclamation badge.
While the response is waiting for review, the traditional attachment linking functions for that row are blocked, and an informational message asks you to open the Receipt matching dialog to review the arrived receipt.
After you review the response:
Approving the receipt links it to the row; the row is shown as Matched and no longer as awaiting review.
Discarding the receipt and saving returns the cost receipt to the normal matching pool: the next time the view is opened, it may be automatically suggested for the same or another row if it meets the usual matching conditions; otherwise it is not shown.
The Receipt matching column in the invoice row grid reflects each stage: Responded while the receipt awaits review, then Matched or No proposal depending on whether you approved or discarded it.
When the company mobile user cancels the request
The mobile user can also cancel your request — for example, if it was sent to the wrong person, the receipt is lost, or the receipt was sent via email. When cancelling, a reason must be given.
The invoice row grid's Receipt matching column status then changes to Cancelled by user, and the receipt card in the Receipt matching dialog changes to a Request cancelled by user state showing the reason; long reasons are truncated with a Show more / Show less control.
The cancelled state persists across sessions until you take action — it does not automatically revert to Receipt missing. In this state you can act just as with a missing receipt: upload a receipt from your computer, search for an existing cost receipt, send a new request to the same or a different mobile user, or mark the row as handled.
Until you do, the traditional attachment linking functions for the row are blocked with a message asking you to open the Receipt matching dialog to view the reason and take action. Once you act, the row status updates accordingly (for example to Matched or Requested).
Sending manual reminders
If the mobile user has not responded, you can send a reminder directly from the row's Requested card instead of cancelling and re-sending the request:
Click Remind on the Requested card.
2. The Remind missing receipt dialog opens, pre-filled with the recipient's name, the invoice row's product name and amount, and the current due date.
3. Set the due date. The due date is required and editable — you can set a new deadline for the reminder.
4. Click Apply. The card changes to a Reminder pending state. The reminder is queued but not yet sent.
5. The reminder is dispatched only when you save the change in the Receipt matching dialog. If you click the X icon on the queued reminder before saving, the reminder is removed and the card returns to the Requested state.
After saving, the card shows Requested on DD.MM.YYYY (the date the reminder was sent) together with the due date.
Note! You can send at most one reminder per invoice row per day. Manual and automatic reminders count together: whichever is sent first that day is the only reminder for the row.
Automatic reminders
While a receipt request is open, Procountor reminds the mobile user automatically, so you do not have to send each reminder yourself. If several requests on the same invoice are due for a reminder on the same day, they are combined into one reminder and the mobile user receives it as a single notification.
An automatic reminder is sent:
three days before the due date
on the due date
two days after the due date
Example: if the due date is 10.9.2026, automatic reminders are sent on 7.9.2026, 10.9.2026 and 12.9.2026.
Figure: Automatic and manual reminders for a request due on 10.9.2026. Skipped reminders are marked with a crossed circle.
Automatic reminders are sent once a day, after 13:00 Finnish time. A request receives no more than three automatic reminders.
Automatic reminders are not sent when:
the mobile user has already responded to the request
the request has been cancelled, either by you or by the mobile user
Some automatic reminders are skipped:
At most one reminder per day can be sent for the missing receipt invoice row. If a manual reminder has already been sent that day, the automatic reminder for that day is skipped. Also, automatic reminder is not sent on the same day the request was sent.
The first automatic reminder (three days before the due date) is skipped if the request was sent, or a manual reminder was sent, on the previous day. But the reminders on the due date and two days after it are sent even if a manual reminder or request was sent the day before.
You can still send a manual reminder at any time, as long as no reminder has been sent that day for the missing receipt invoice row. As with manual reminders, the requested date on the Requested card is updated when an automatic reminder is sent.
Receipt matching status in invoice rows
The purchase invoice row grid shows the current matching status for each invoice row in the Receipt matching column. The column is updated automatically after saving changes in the Receipt matching dialog, or when an attachment is linked to the invoice row or the linked attachment is removed directly in the Attachment panel.
Viewing matched invoice row's linked attachment
When you select a matched row on purchase invoice while the Attachments panel is open, a new column shows an attachment icon indicating that a receipt is linked, and the attachment is displayed automatically. If a row has more than one linked attachment, the icon appears on all of them, but only the first attachment is opened and shown.
Status and description
Matched - The invoice row is linked to a cost receipt, or a receipt uploaded from the computer.
Proposal - A cost receipt suggestion is available for this row but has not yet been approved. Open the Receipt matching dialog to review it.
No proposal - No suitable cost receipt suggestion was found for this row. You can upload, search, request the receipt or mark the row as handled in the Receipt matching dialog.
Requested - A missing receipt request has been sent to a Procountor mobile user and is awaiting a response. Traditional attachment linking is blocked while the request is open.
Responded - The mobile user has submitted the requested receipt, and it is waiting for your review. Open the Receipt matching dialog to approve or discard it.
Cancelled by user - The mobile user has cancelled the receipt request and given a reason. Open the Receipt matching dialog to see the reason and resolve the row.
Marked as handled - The row has been closed off without a receipt — for example an annual card fee. You can unmark it in the Receipt matching dialog if a receipt turns up later.
Tracking receipt requests in the Task list view
When you send the first missing receipt request for a purchase invoice, a Cost receipt request task is created in the Task list view. The Task list gives you one consolidated place to follow up on outstanding receipt requests across all the Procountor environments you work in, so you no longer need to check each environment separately.
The task's status tells you whether responses are waiting for review and how urgent the situation is, and clicking the task takes you directly to the invoice with the Receipt matching dialog open. A detailed description of the Cost receipt request task — its statuses, visibility and filtering — can be found in the Task list article.