For an office manager: get the accounts mailbox sorted and the receipts matched to the card statement

Write down where each kind of mail should go

List up to eight kinds of mail that reach the shared mailbox and name the person or folder for each. Invoices, supplier chasers, statements, remittances and tax-authority letters are the ones that cost money when missed. If two of your people cannot agree on the kind of 50 emails, no tool will do better.

• A name or folder for every label.
• A label for "leave alone" if the mailbox holds other mail.
• A person who looks at "Unsorted" each week.

Count the misroutes that matter

A tool that labels everything hides where it was unsure. Ask for the share it could not place, and count the invoice, statement, legal or tax-authority emails that went to the wrong place in 100 held-back emails, where one fails the whole test. Run it for a week with labels only before it routes anything.

Receipts: two lists, not one

Capture is already bundled: Xero lists Smart document capture on all UK plans and Dext lists a monthly plan for 250 documents. The receipts job here pairs each receipt to a card line, so that payments with no receipt and receipts with no payment show as two lists, each with its own count. If you only need receipt photos turned into claim rows, with no statement matching, the receipt-photos job covers that.

• Receipts equal paired plus unpaired.
• Statement lines equal paired plus unreceipted.
• Cardholders shown by id, not name.

Which paid job fits

The mailbox job sets up labelling and routing with a read-and-label connection that cannot send, and a monthly service re-samples it. The receipts job pairs up to 150 receipts to one statement, and a separate job reads handwritten or faded ones with every doubtful field held.