Expense capture

Ace Expense

Aspire lookups synced

⚠️ TEST MODE IS ACTIVE — Receipts submitted to Aspire will have -TEST appended to invoice numbers. Disable in the management console when done testing.

Step 1

Upload receipt

Receipt type *

Work Ticket Non-fleet job materials Fleet Vehicle repair / parts Indirect Office, admin, overhead Inventory Stock kept at the shop / yard Itemized Mixed jobs + indirect on one receipt

+ Take a receipt photo Uses the camera on mobile — or drag & drop a file here.

Step 2

Review & Classify

Transaction

Purchase ReceiptMoney out Purchase CreditRefund / return

Payment status *

Paid Credit card / already paid Unpaid Vendor invoice / pay later

Vendor * Purchase date * Total * Payment type * Card last 4 Branch * Division * Reference * Pick Paid or Unpaid above to set the reference format. Description * What was purchased and why. Pre-filled from the receipt photo — check it before submitting. Goes to Aspire, the QuickBooks memo and the nightly email report. Never type passwords, full card numbers, or medical or other personal details here.

Management console

Receipt review

LLM provider for OCR / interpretation

Provider

Statement parsing (Chase PDF reconciliation): reuses the API keys above. Leave blank to use the same provider/model as receipts; override if a different model parses statement PDFs better.

Statement provider (optional) Statement model (optional)

Pricing intelligence (cross-vendor matching & insights): reuses the API keys above. Leave blank to use the same provider/model as receipts; override to run a stronger reasoning model (e.g. gpt-5.5) for the matching judgment.

Pricing provider (optional) Pricing model (optional)

Chase card feed (Plaid)

Read-only access to company card transactions, used later to spot charges with no receipt. Chase credentials are typed into Plaid's own window and are never seen by this app, and the access token never leaves the server. Nothing here can move money.

Manual sync

Pulls new, changed and removed transactions since the last sync. Automatic sync can be enabled in the card below.

Card attribution diagnostics

Shows how many cached transactions carry a sub-cardholder identity from Plaid, and whether each one resolves to a known active user's card.

Transactions cached: 0
With a sub-cardholder identity: 0
Without (primary account activity): 0

account_owner value	Count	Resolved to

Rebuild local cache

Clears the locally cached transactions and re-syncs the full history from Plaid, using the same connection. Use this once after a card-attribution fix so older transactions pick up the correct employee card. Does not disconnect or re-authorize Chase.

Disconnect

Revokes the connection at Plaid and deletes the stored token and transactions here.

Plaid automation

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Automatic sync runs the same logic as the "Sync now" button, on a schedule. After the first sync, every sync (manual or automatic) asks Plaid to refresh from Chase first, then pulls only what changed — not a full historical re-pull — to stay well within Plaid's free-tier API usage. The reminder digest sends the "missing receipt" email (same as the button in the reconciliation dashboard above) once a day to any cardholder with an unsubmitted charge in the configured date range, skipping pending charges since they can still change before posting.

Initial history for new connections

Days of history Plaid attempts to backfill when FIRST connecting an account. Applies only to a new connection — Plaid does not support extending an already-connected account's history retroactively, so this has no effect on the Chase account already connected above without disconnecting and reconnecting.

Days

Automatic sync Enabled

Every

Missing-receipt reminder digest Enabled

Send at

Don't start before

The digest never fires before this calendar day, even if Enabled is turned on earlier. Leave blank for no floor. Use this to turn the toggle on ahead of a planned go-live date without an early email going out.

Date

Reminder date range

Only charges in this range are included in the digest. A historical resync can otherwise flood the digest with charges from before the app collected receipts.

Scope

Remind deactivated users

Off by default: a separated employee's card can keep paying for a subscription after they've left, and there's nobody left to email about it. Turn this on only if reminders should keep going to a deactivated user regardless.

Enabled

Preview reminder digest

Dry run: shows who WOULD be emailed right now, using the settings above (or an explicit range, below), without sending anything or marking the digest sent.

From date (optional) To date (optional)

Real-time transaction alerts

Coming soon — not yet sending anything. The server verifies and logs a genuine Plaid webhook (scaffold added 2026-08-16) but does not yet trigger a sync or a per-charge alert email; that's future work once daily reminders have been running for a while and Plaid API cost is understood. See docs/PLAID-OPERATIONS.md.

Branch & inventory mapping

Per the controller spec. Edit only if Aspire branch IDs or inventory locations change.

Fleet / Overhead BranchID Sent to Aspire as BranchID for every Fleet receipt. Default: OVER

Branch → Inventory Location

When a work ticket is validated, the receipt's inventory location is auto-set by branch name.

Branch name	Inventory location

Receipts

Submissions

Date	Vendor	Total	Type	Work ticket	Submitted by	Status	Receipt	QB / Rewards	Approval

Chase CC Reconciliation

Statement matching

Chase card feed (Plaid)

Checking connection…

Include pending charges Date range

0 Matched

0 Check date

0 Missing receipts

0 Total charges

Sends the same missing-receipt email as the statement-upload flow, to each cardholder with a currently-missing charge. Export produces the same follow-up CSV as the statement-upload flow.

🔧 Vendor ignore rules

Ignore a recurring charge for a specific cardholder going forward — e.g. a subscription that will never have a submitted receipt. Matches any part of the charge's description, case-insensitive.

Cardholder Vendor pattern Note (optional)

Cardholder	Card	Pattern	Added by	Note	Actions

🟡 Check date — likely capture mistake

Same amount and same card as a submitted receipt, but the purchase date is off. Resolve once you've reviewed it, so it stops re-appearing here.

Date	Merchant	Amount	Receipt on file (date)	Cardholder	Actions

✅ Resolved (check date)

Check-date items a controller has reviewed. Unresolve to move one back to the list above.

Date	Merchant	Amount	Cardholder	Resolved by	Note	Actions

⚠️ Missing receipts

These Plaid charges have no matching submitted receipt. A row marked CR is a refund on the card: it needs its return receipt, submitted as a Credit. If the controller entered one directly in Aspire/QuickBooks, mark it "Entered directly" so it stops generating reminders. "Ignore vendor" excludes every future charge from this vendor on this card — for a recurring subscription that will never have a receipt.

Date	Merchant	Amount	Cardholder	Card		Actions

📝 Entered directly (excluded from reminders)

Charges a controller entered directly in Aspire/QuickBooks — no receipt expected, no reminder sent. Unmark to move a charge back to Missing.

Date	Merchant	Amount	Cardholder	Marked by	Note	Actions

🔕 Ignored (recurring vendor)

Charges matching a standing vendor-ignore rule (see "Vendor ignore rules" above) — never counted as missing, no reminder sent, for as long as the rule exists.

Date	Merchant	Amount	Cardholder	Matched rule	Actions

✓ Matched

These Plaid charges have a submitted receipt on file.

Date	Merchant	Amount	Receipt / invoice	Cardholder

Upload CC activity file (CSV or Excel)

Match Chase Ink transactions to submitted receipts. Accepts a Chase CSV or a QuickBooks Excel (.xlsx) export. Identifies missing receipts by cardholder.

Activity file (CSV / .xlsx) Cardholder (if card not identified in file)

From date To date

Upload combined statement PDF

AI reads a Chase combined card statement, then matches every charge to submitted receipts across all cardholders. Uses the date range above.

Statement PDF

0 Matched

0 Check date

0 Missing receipts

0 Total charges

Missing + check-date charges, for the controller to review before missing-receipt emails go out.

🟡 Check date — likely capture mistake Same amount and same card as a submitted receipt, but the purchase date is off. Usually a keyed typo or an OCR misread year — not a missing receipt.

CC Date	Merchant	Amount	Receipt on file (date)	Cardholder

⚠️ Missing receipts These CC charges have no matching submitted receipt. A row marked CR is a refund: it needs its return receipt, submitted as a Credit.

CC Date	Merchant	Amount	Cardholder	Card

✓ Matched These CC charges have a submitted receipt on file.

CC Date	Merchant	Amount	Receipt / invoice	Cardholder

Superadmin

Server log

Time	Level	Category	Message	Detail
No entries yet.

Superadmin

User management

Tip: Export CSV for the template. Existing users are matched by email and updated; anyone new is created ready to sign in with their Ace Microsoft account.

Name	Email	Role	Home branch	Approves for	Card last 4	Submissions	Status
Loading users…

⚠️ These line items don't add up to the receipt total

Line items + tax
Receipt total
Difference

If you submit it like this:

It will not be sent to Aspire.
It is saved and held as a match exception until a controller reviews and fixes it.
Your name and this confirmation are recorded in the receipt's history.

The usual cause is a line read twice (like a subtotal) or the tax entered as a line. Going back to fix it is the fastest way to get the receipt posted.

What's different? — optional, helps the controller I understand this receipt doesn't add up and won't be sent to Aspire until a controller fixes it.

Ace Expense

Upload receipt

Review & Classify

Field capture

Receipt review

Submissions

Receipt follow-up worklist

Flagged for your branch

Expense report

Statement matching

Receipt storage

Server log

User management

Merge duplicate users

Link to Aspire Purchase Credit

Match vendor

Edit held receipt

Your receipt

History

Receipt history

Fix line items

⚠️ These line items don't add up to the receipt total

Add user

My settings

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