Reconcile my executive's receipts and prepare the expense report
A clean, policy-checked expense report from a pile of receipts, with missing items and policy issues flagged.
The prompt
Help me prepare my executive's expense report.
Receipts or card statement lines: [PASTE - date, merchant, amount, currency, short note]
Trip or period: [DETAILS]
Expense policy highlights: [meal limits, alcohol rules, hotel caps, receipt requirements, per diems]
Expense categories and cost codes we use: [LIST]
Currency for reimbursement: [CURRENCY]
Do this:
1. Match receipts to card transactions. List card lines with no receipt and receipts with no card line.
2. Categorize each line: date | merchant | category | cost code | amount (original currency) | amount (reimbursement currency) | business purpose | attendees (for meals) | flags.
3. Flag policy issues: over limits, missing itemized receipts, alcohol, personal items, duplicates, weekend charges, tips above norms.
4. Write business-purpose descriptions in the format our finance team expects (who, what, why) - only from information I've given; otherwise [ADD PURPOSE].
5. Totals by category and overall.
6. A short note to my executive listing what I need from them (missing receipts, attendee names, personal items to repay).
For currency conversion, use the rate I provide or mark [ADD EXCHANGE RATE FROM STATEMENT]; don't guess rates. Follow our finance team's policy where it differs from these general checks.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- PASTE - date, merchant, amount, currency, short note
- DETAILS
- LIST
- CURRENCY
- ADD PURPOSE
- ADD EXCHANGE RATE FROM STATEMENT
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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