find-receipts

Help the user find and attach receipts to their transactions:

Step 1: Identify transactions missing receipts

• Call search_transactions with no_receipt=true to find recent bookings that still need a document
• German and Polish companies: a payment without a document may pay an open booking that holds its document. Call find_booking_payments with the payment's id first; a fitting open booking is the first candidate.
• A booking marked as needing no document is not missing one. Transfers between own accounts, private withdrawals and deposits, capital contributions and VAT payments to the tax office start that way in German companies. When the user says bookings need no document (payment-provider or bank fees), set document_not_required=true with update_transaction; for every future match, offer an automation rule with the mark_document_not_required action.
• Present a list of transactions that are missing receipts, sorted by amount (largest first)

Step 2: Search for receipts

Guide the user to find receipts from various sources:

Norman first:

• list_attachments with has_booking=false and search for the supplier lists the uploaded receipts and invoices no booking holds yet.

Gmail / Email:

• Suggest searching Gmail with queries like:
  • from:{vendor} subject:receipt or from:{vendor} subject:invoice
  • subject:Rechnung from:{vendor}
  • subject:Bestellbestätigung (order confirmation)
  • has:attachment after:{date} {vendor name}
• For common vendors, suggest specific search terms:
  • AWS: from:aws subject:"invoice available"
  • Google: from:payments-noreply@google.com
  • Apple: from:apple subject:receipt
  • Amazon: from:auto-confirm@amazon subject:Bestellung

Other sources:

• Check vendor portals (suggest logging into the vendor's website to download invoices)
• Check cloud storage (Google Drive, Dropbox) for scanned receipts
• Check photo library for photos of paper receipts

Step 3: Upload and attach

Once the user has the receipt files:

• Use upload_bulk_attachments to upload multiple receipts at once
• Use create_attachment for individual receipts with metadata (vendor, date, amount)
• Use link_attachment_transaction to connect each receipt to its matching transaction
• Pay a fitting open booking from find_booking_payments with pay_booking (booking id, payment id): the payment takes the booking over, with its document if it has one. A booking made by hand may have none: read back the row pay_booking returns (its publicId: the payment in German companies, the booking in Polish ones, whose payment then retires) and use that id from then on; keep searching while it has no document. A Norman invoice's booking (its invoice field in get_transaction) is paid with link_transaction (that invoice id, the payment id), never with pay_booking.
• German companies: a receipt that matches no payment books itself as an open booking (payment type NOT_PAID, source document) on its own date; its bank payment takes the booking over when it arrives. Linking a receipt to a booking made by hand replaces the booking Norman made from it.

Step 4: Verify

• After attaching, use change_transaction_verification to mark transactions as verified
• Show a summary: how many receipts were found, attached, and how many are still missing

Tips:

• In Norman the owner works through the same lists one at a time: Buchhaltung → Prüfen (Accounting → Review) shows the unfinalized bookings, those without a document first, each with its matching bookings, payments and documents; Belege → Belege prüfen (Documents → Review documents) shows the documents no booking holds. Home shows both counts.
• DE: Receipts must be kept for 10 years (Aufbewahrungspflicht). Digital copies are legally accepted (GoBD-compliant) when stored properly. Prioritize receipts for expenses over 250 EUR (required for Vorsteuerabzug).
• PL: Receipts must be kept for 5 years. Documents must comply with JPK requirements. Prioritize receipts for expenses over 450 PLN (required for VAT deduction).