# Expense Receipts: Match Them to the Right Job

Source: https://maito.app/workflows/match-travel-and-receipts-to-the-right-job

When a job closes, Maito matches expenses to it, applies the contract's billing rules and lists what is billable and what has no receipt.

When a job closes, tie its receipts and travel to the job, flag missing receipts, and draft billable costs.

[Finance](https://maito.app/workflows/team/finance) · [Home services](https://maito.app/workflows/industry/home-services) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Ramp
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)

## How do you match travel and receipts to the right job?

To match travel and receipts to the right job, set up a trigger on closed jobs. Maito pulls expenses from Ramp, matches them to the job in Jobber, applies the contract's billing rules, flags missing or duplicate receipts, and drafts the billable total for QuickBooks or Xero.

## How it's done today

Expenses are missed or charged to the wrong job.

## What Maito does

1.  Match submitted expenses to the job
2.  Apply the contract's billing rules
3.  Flag missing receipts
4.  Draft billable costs for approval

## Example

Loop run: Job 2330 closed

**Maito** (5:02 PM):

Job 2330, Initech, closed. Expenses matched:

• Receipt, Pine Lumber, $64.90, matched  
• Receipt, Quick Fasteners, $38.20, matched  
• Mileage, 34 miles at $0.67: $22.78  
• Parking, $9.00: no receipt

Billable under the Initech contract: materials at cost plus 15% ($118.67), mileage $22.78. Parking over $10 needs a receipt, so it isn't billed.

Total draft: $212.40 including the $71 trip charge.

Catch: the Quick Fasteners receipt was already submitted for job 2328 on Oct 14. This looks like a double submission. I didn't bill it twice.

Source: expense tool entries and the Initech contract terms on the job.

**Omar** (5:10 PM):

right, it's 2328's. Drop it from 2330 and redo the total.

**Maito** (5:10 PM):

Revised total $174.20 for job 2330. The draft in the accounting software is updated. I'll ask Dee for the parking receipt.

## How to set it up

When something happens Match travel and receipts to the right job

Ask your agent

“When a job is closed, match its expenses from our expense tool to the job, apply the contract's billing rules, and post what's billable and any missing receipts in #billing.”

Connect expense tool

-   Ramp

Connect field service software

-   Jobber

Connect accounting software

-   QuickBooks
-   Xero

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It applies the contract rules it can read. Terms agreed by phone or not written down are unknown to it.

## Questions

### Does it bill the customer?

No. It posts a draft total and flags problems. You approve before anything is billed.

### Can it catch duplicate receipts?

Yes. It flags a receipt already used on another job.

### Which tools does it use?

Ramp, Jobber and QuickBooks or Xero.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fmatch-travel-and-receipts-to-the-right-job)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)