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Tutorial: Process a Month of Receipts

Use this tutorial when you are processing a new month of company-card expenses.

Screenshots use example records from GrantKeeper Admin to show the controls. They are not a completed or eligibility-checked claim. Use your award’s actual dates and rules when choosing grants and reporting periods.

If you need help at any stage, use Report a bug.

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Start with Prepare Grants, Settings, and Target TablesThen continue through the remaining 7 steps in order.

In this guide

  1. 1Prepare Grants, Settings, and Target TablesOpen Grants and make sure every grant you will be claiming against exists, with:
  2. 2Export the Bank DataExport the relevant file from the bank system:
  3. 3Import the Bank StatementOpen Statements.
  4. 4Open the BatchWhen the import finishes, open the new batch from Import History.
  5. 5Categorise and Review the BatchUse the batch Categorise or Re-categorise action before saving. Categories decide which entries go into Travel, Materials, Overheads, and Other target Tables.
  6. 6Save to the Existing Target TablesSave reviewed expenses into the category tables prepared for the claim period.
  7. 7Resolve Missing Receipts With Re-export and Re-uploadUse existing documents or a fresh bank export to complete the evidence for saved expenses.
  8. 8Review and ExportOpen the created or updated Table. Check entries, evidence buttons, missing-document filters, duplicates, colors, and totals.