# 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.

- Topic: Finance & Accounting
- Framework: RTF
- Level: Standard
- Tags: Finance, Code, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/reconcile-my-executive-s-receipts-and-prepare-the-expense-report

## Prompt

```text
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.
```

## What to fill in

- PASTE - date, merchant, amount, currency, short note
- DETAILS
- LIST
- CURRENCY
- ADD PURPOSE
- ADD EXCHANGE RATE FROM STATEMENT

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.