Employees send receipts via WhatsApp, how do I channel that?
WhatsApp is not an archive or processing system. The fix is a mail-to-package address or expense app, plus a hard agreement that WhatsApp does not count as submitted.
Try this first
- 1Enable the inbound email address on your bookkeeping package (Yuki, Moneybird, Exact, e-Boekhouden all have this) and share it with the team.
- 2Or choose an expense app with scan (Klippa, Yokoy, Concur) so the employee submits a photo with metadata directly.
- 3Communicate firmly that WhatsApp is no longer a valid channel, a receipt that lives only there does not get reimbursed.
- 4During transition a shared mailbox can serve, someone routes WhatsApp photos there, then phase it out.
- 5Plan a short 15-minute instruction per team, otherwise it slides back to WhatsApp after four weeks.
When to bring us in
For a full expense flow with approval and linkage, we can help with selection and config.
See also
- Switching from Exact Online to Yuki, open items and history do not matchPackage migrations stumble on ledger mapping and open AR/AP. Without a mapping table you lose context.
- Twinfield to Exact, dimensions and cost centres go missingTwinfield uses dimensions, Exact uses cost centres and projects. The mapping is not one-to-one.
- Accountant asks for RGS mapping, your ledger does not follow RGSRGS is the Dutch standard chart that SBR filings and accountant software expect. Without mapping, every year-end is manual.
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