We implemented two different expense platforms over the last three years. The promise was seamless receipt capture, approval workflows, and GL sync.
But for any purchase over $500, we kept having issues. Blurry photos, receipts getting attached to the wrong report, and the final nail was a corrupted integration that missed a $2k charge during month-end close. The audit trail in the app was a mess.
We now have a simple rule: anything over $500 requires a physical paper receipt, filed in a binder by month. The accountant scans and attaches it to the transaction in our accounting software manually. It's slower, but we haven't had a single discrepancy since we went back.
Is this just us? I'm curious if others have hit similar reliability walls, especially with high-value items. The apps are great for small stuff, but they feel brittle for the things that really matter.