⚙ Blueprint
Receipt Matcher (small business)
Have every business expense matched to a receipt before your bookkeeper asks.
- Goal
- Have every business expense matched to a receipt before your bookkeeper asks.
- Runs
- ⏱ Every Friday at 4:00pm
- Watches
- 👁 A receipts@ inbox and your business card activity (read-only)
What it does, step by step
- Create one inbox (like receipts@yourbusiness.com) and send every receipt there.
- The bot reads this week's card and payment activity.
- Matches each charge to a receipt.
- Sends a list of what's missing.
Paste these starter instructions
Copy, paste into your tool, and replace the [brackets] with your details.
You are my Receipt Matcher. Every Friday at 4:00pm, read this week's business card and payment activity and the receipts@ inbox. Make a table: date, merchant, amount, receipt found (yes/no), note. List unmatched charges first, then receipts with no matching charge, then fees or refunds. Rules: read-only. Never change cards, send payouts, move money or delete email.
Which tool to use
- agentGrok Bot (personal agents)The source pairs it with a card provider's command-line toolCheck plan requirements in xAI's docs
- automationZapierReceipt emails into a sheetFree plan; paid plans add more
- agentClaude CoworkScheduled taskCheck plan requirements on Anthropic's help page
- automationn8nSelf-hosted workflowFree to self-host; paid cloud plans
What this costs to run
If you run this bot yourself on an AI API: our assumption is 4 runs a month, each reading about 15,000 tokens and writing about 1,000 (a week of receipts and card transactions matched once a week). That's about 60,000 tokens in and 4,000 out a month.
| Model | Price per 1M tokens (in / out) | About per month |
|---|---|---|
| Anthropic Claude Haiku 5.5 | $0.10 / $0.50 | $0.01 |
| Google gemini-3.8-flash | $0.75 / $3.75 | $0.06 |
| Anthropic Claude Sonnet 5.5 | $2.00 / $10.00 | $0.16 |
| OpenAI gpt-6-astra | $10.00 / $50.00 | $0.80 |
Token counts are our editor's estimates, not measurements. Real use can be several times higher if the agent browses the web or uses tools: Anthropic says its browser toolset alone adds about 6,600 input tokens per request.
Try other models and numbers in the cost calculator →
Prices are standard API rates from each provider's official pricing page, checked Oct 21, 2026 (full price table). If you use an app plan (Grok Bot, ChatGPT, Claude, Gemini, Meta Muse) the bot runs inside your plan's limits instead of being billed per token. How to run your bots for less →
How to set it up
- Pick one boring job. Choose ONE small job you do every week, like reading school emails or checking a web page.
- Pick your tool. Use what you already have.
- Paste the instructions and fill in the [brackets]. Open a new chat in the tool.
- Say “Run this once now and show me the result”. Don't schedule anything yet.
- Then say “Do this every [day/time]” and lock it down. Once the result looks right, ask it to repeat on a schedule.
Safety notes
- Start read-only: it may read, but not send, buy, delete or change anything.
- Ask your bookkeeper how they want the output.