As of 13 August 2026, AI can chase staff for expense receipts.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open the expense system or spreadsheet and export the current list of expenses marked as missing a receipt.
   2. Add each employee's approved name or work identifier, contact channel, expense description, transaction date, amount, deadline and any relevant policy wording to the list.
   3. Remove records that have already been matched to a receipt, and mark disputed, duplicated or sensitive cases for separate human handling.
   4. Paste the cleaned list and the relevant policy and escalation rules into a chatbot with the copyable prompt.
   5. Compare every drafted reminder against the expense system and your current policy, correcting names, expenses, deadlines and consequences before sending.
   6. Send the approved messages through the normal workplace channel, then record the send date and promised receipt date beside each employee.
   7. After the promised date, check newly uploaded receipts against the outstanding list and use the drafted follow-up or escalation note only for unresolved cases.

   Prompt

   You are helping me run a UK workplace expense-receipt follow-up. Using only the information I provide, create a practical chase plan and draft messages for each person. Do not invent names, expenses, dates, amounts, policies or consequences. Keep the tone polite, direct and non-accusatory. For each person, include the missing receipt or expense, what they need to send, the deadline, the sending channel, and a follow-up date. Separate the output into: 1) a table of outstanding receipts, 2) individual first-reminder messages, 3) a follow-up message for people who do not respond, 4) an escalation note for a manager, and 5) a list of missing information or possible duplicate records. Do not send anything or claim that anything has been sent. Flag any case involving sensitive personal information, a disputed expense, a suspected duplicate, or an unclear policy decision for my review. Here is the information: [paste the outstanding expense list, staff names or identifiers, contact channels, receipt requirements, policy wording, deadlines and escalation rules].

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.