CASHFISH · EXPENSES, MATCHED AND FILED

Forty-four charges.
Forty-three receipts.And one place
they meet.

A charge posts on the card. Its receipt arrives in the inbox on a completely different schedule, if it arrives at all. CashFish reads both, pairs them by vendor, date and amount, files the pair with the document attached — and hands you the short list of what didn’t meet. September closed on three lines to chase, not a shoebox.

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01Where the receipt actually is

The expense cost you the money.
Then it cost you the evening.

Nobody loses receipts on purpose. They get put somewhere sensible at the time — a glovebox, a camera roll, a thread — and each somewhere is a different place from the card statement they belong to.

Glovebox

The parking receipt is in the car.

It was $24. It stays $24 until the evening someone needs the trip total — and by then it is nothing at all.

Photos · Sep 11

The hotel folio is a photograph of a folio.

Taken at checkout, filed nowhere, now three swipes deep and one holiday album away from gone.

Re: re: expenses

Someone is asking the team for last month’s receipts. Again.

Four replies, two attachments, one “I’ll send it tonight.” It is already the 14th.

Statement · line 27

A charge nobody recognises, on a card three people carry.

$118.40 on the 22nd. It is either a client dinner or a mistake, and telling the two apart costs a conversation.

Sunday, 21:40

The report is typed out of things that already exist.

Every figure on it was written down twice before you started — once by the merchant, once by the bank.

—

Nobody here is disorganised. This is a matching problem — two records of the same $342.80, written by two different systems, that nobody ever introduced.

02One folio, read in 2.4 seconds

Nothing is retyped.
It is already written down.

A two-night stay at Hartwell Suites, forwarded on the Thursday morning after a client visit. Airfield Parking from the same trip — $24.00 on the 9th — turns up in the next sweep, and the trip stops being scattered: $366.80 under one heading instead of two loose ends.

Forwarded by handone receipt, one forward, no app ritual and no photo queue

Swept from the inboxGmail, Outlook or any IMAP account, checked every five minutes

Read back through historyup to 150 days imported at setup, so the quarter already spent arrives too

Card lines from the bankread-only bank sync on Growth and above, across 12,000+ banks

VendorHartwell Suites

DatesSep 9 – Sep 11

Amount$342.80

Tax$58.80 · two lines

Card line····4417 · Sep 11 · −$342.80Filed asTravel · lodging · folio attached

Duplicate check · cleanSuggested: Travel · lodgingfrom the vendor and your historychange it in one click

The four fields come off the page at 99% accuracy, the original PDF stays attached to the record, and the category arrives as a recommendation rather than a verdict. Then the folio meets its other half — card ····4417, −$342.80, posted on the 11th — and the pair is filed. The parking charge has not posted yet, so that receipt holds in the waiting column below rather than being filed twice.

03What the month looks like after

0%

extraction accuracy, vendor to tax

under 3s

from receipt to a structured expense

0 days

of history imported when you connect

$0

average monthly saving reported across members

Travel is running warm,
and you know on the 24th.

Each filed expense updates its category the moment it lands, so the budget speaks while the month can still be steered. The same records make the CSV or PDF export — the report is not written, it is already there when someone asks.

Published across CashFish members: 10+ hours a week saved on finance admin, and month-end close moving from 3–4 weeks to 2–3 days.

September · top three categoriesTO THE 24TH

Travel

$1,240+18%

Software

$6400%

Meals

$380−5%

Travel is at 89% of its $1,400 budget with six days left.

Bluepeak Software · $49/mo · renewal reminder set for Oct 4.

04Matched, unmatched, waiting

The month sorts itself
into three columns.

September, one team card program: 44 card lines against 43 receipts. Everything that agreed is filed and out of your way. What is left is small enough to read in a minute.

Matched0

A receipt and a card line agree on vendor, date and amount. Filed as one record, document attached.

Hartwell Suites

card ····4417 · folio attached

−$342.80

Ironwood Co

card ····8802 · receipt attached

−$96.20

Unmatched0

A card line with no receipt anywhere yet. This is the short list worth chasing — and it is three lines, not a month.

Line 27 · Sep 22

card ····8802 · nothing arrived

−$118.40

Meridian Group

card ····4417 · receipt not sent

−$71.50

Waiting0

The receipt is already in. Its charge has not posted yet, so the pair is held rather than filed twice.

Airfield Parking

receipt in · charge still pending

−$24.00

Coastal Print

receipt in · charge posts in a day

−$86.40

On the Teams plan these three columns sit on every seat’s shared dashboard. An admin sets roles and permissions once — who edits a record, who only looks — and team activity attributes each review to the person who made it, with the source document beside it. Four users are included; the chase list belongs to the team, not to whoever opened the statement first.

05What runs underneath

Six habits you stop having,
because something else has them.

01

Capture without a filing ritual

Forward the receipt, or let the connected inbox collect it on its own. Duplicate detection means the same folio cannot land twice, however many times it is sent.

swept every 5 min

02

Under three seconds to structure

Vendor, dates, amount and tax come off the page at 99% accuracy, and the original image or PDF stays attached to the record it creates.

vendor · dates · amount · tax2.4s

03

A category offered, never imposed

Each expense arrives with a suggestion drawn from the vendor and your own history. Accepting it is a click; changing it is the same click.

Travel · lodgingMealsSoftware

04

Budgets that speak up mid-month

A monthly budget watches each category and says something while the month can still be steered — Travel is at $1,240 of $1,400 on the 24th.

Travel

$1,240

budget $1,400 · running warm on the 24th

05

Subscriptions pulled out of the noise

Recurring charges hiding in the expense stream are identified and tracked, with renewal reminders so nothing renews unnoticed.

Bluepeak Software$49/mo
renews Oct 4reminder set

06

One review, roles per seat

On Teams, an admin decides who edits a record and who only looks. Team activity shows who reviewed what, with the source document beside the decision.

RMDedit · edit · view

Capture, categories, budgets and subscription tracking run from Starter. Card lines need read-only bank sync, which is Growth and above. Roles, permissions, shared dashboards, team activity and centralized documents are Teams.

06Where the two halves come from

Receipts from the inbox.
Card lines from the bank.

Two feeds, connected once. Everything on this page is built from what they carry — and each connection shows its health in settings, where anyone with the right role can disconnect it.

GmailReceipts, folios and card statements read on arrival, swept every five minutes.

OutlookThe same sweep on the mailbox your team already forwards things to.

Any IMAP inboxYahoo, iCloud, Zoho or a mailbox of your own — same extraction, same duplicate check.

Google DriveDocuments kept in Drive land as source files on the records they belong to.

DropboxThe scanned-folder habit keeps working; the folder just stops being the archive.

Bank sync · Growth and aboveRead-only, across 12,000+ banks. This is the feed the card lines come from.read-only

QuickBooks · XeroOne-way import into CashFish. Nothing is written back to your books.one-way

CSV and PDF exports carry the categorized records out to an accountant or a payroll run. Store integrations such as Stripe and WooCommerce are Growth and above; Shopify is in private beta and accepts access requests only.

07Why this sits on Teams

Forward one receipt tonight.
Watch it find its charge without you.

Connect the mailbox the team already forwards things to, and up to 150 days of receipts come in behind it. On Teams, add the people who should see the three columns and set what each of them can touch. CashFish never moves money and does not issue cards — it files the paperwork the money already made.

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08Before you forward the first one

The six we get asked
every single week.

Forward it, or let the connected inbox collect it without being asked — Gmail, Outlook or any IMAP account, swept every five minutes. Duplicate detection means the same folio cannot be filed twice, however many people forward it. At setup, up to 150 days of history is imported, so the receipts already sitting in the mailbox come along with the new ones.

Forty-four charges.Forty-three receipts.And one placethey meet.

The expense cost you the money.Then it cost you the evening.

Nothing is retyped.It is already written down.

Travel is running warm,and you know on the 24th.

The month sorts itselfinto three columns.

Six habits you stop having,because something else has them.

Receipts from the inbox.Card lines from the bank.

Forward one receipt tonight.Watch it find its charge without you.

The six we get askedevery single week.