TripleSave.AI User Guide

🎯 Overview

TripleSave.AI combines cutting-edge artificial intelligence with intuitive design to automate your expense and mileage tracking. Our platform helps you stay organized, maximize tax deductions, and maintain IRS-compliant records with minimal effort.

Key Benefits

• Save up to 10 hours per month on expense tracking and bookkeeping
• Maximize tax deductions with AI-powered optimization
• Never miss a deductible expense or business mile
• Maintain IRS-compliant records automatically
• Generate tax-ready reports in seconds
• Access your data anywhere with cloud sync

⭐ Subscription Tiers

Choose the plan that fits your needs. All plans include core expense tracking, receipt scanning, and basic reporting. Premium features unlock advanced AI capabilities and automation.

✏️ Manual Expense Entry

Quickly enter expenses using our intuitive form when you don't have a receipt to scan or prefer manual entry. Perfect for cash transactions, quick logging, or editing AI-extracted expenses.

How to Add an Expense Manually

1. Open the expense form
   Tap the "+" button on the home screen or navigate to Expenses → Add Expense
2. Enter the amount
   Type the expense amount (required field). Use the number pad for quick entry.
3. Select or type vendor name
   Choose from recent vendors or type a new name. The system learns your frequent vendors.
4. Choose category
   Select from IRS tax categories (Meals, Travel, Supplies, etc.) or let AI suggest based on vendor.
5. Set the date
   Defaults to today. Tap to select a different date if entering a past expense.
6. Add business purpose
   Describe why this expense is business-related (important for IRS compliance).
7. Optional: Link to entities
   Assign to specific property, LLC, or wallet for better organization.
8. Optional: Attach receipt photo
   Tap the camera icon to add a receipt image for complete documentation.
9. Save
   Review and tap Save. The expense appears in your list immediately.

Key Features

• Smart vendor autocomplete learns your frequent merchants
• AI suggests categories based on vendor and amount
• Works offline - syncs when connected
• Duplicate detection warns if similar expense exists
• Quick entry mode for repetitive expenses

📸 Receipt Scan (Single)

Capture receipt photos with your camera and let AI extract all details automatically. Our advanced OCR and AI technology achieves 95%+ accuracy on clear receipts, eliminating manual data entry.

How to Scan a Receipt

1. Tap the camera icon
   From the home screen or expense list, tap the camera button.
2. Align the receipt
   Frame the entire receipt in the viewfinder. Ensure good lighting and focus.
3. Capture the photo
   Tap the capture button. The app automatically enhances the image.
4. Wait for AI processing
   Processing takes 2-5 seconds. You'll see a progress indicator.
5. Review extracted data
   Check the pre-filled form: Amount, Vendor, Date, Category, Tax attributes.
6. Edit if needed
   Tap any field to correct if AI made a mistake (rare but possible).
7. Save the expense
   Tap Save to complete. The receipt image is stored with the expense.

AI Extraction Capabilities

• Total amount (including tax and tip)
• Vendor/merchant name
• Transaction date and time
• Tax category (Meals, Office Supplies, etc.)
• Tax attributes (50% meal deduction, home office, etc.)
• Payment method (if visible)
• Line items (for detailed receipts)

📚 Batch Receipt Scan

Process multiple receipts at once - perfect for end-of-week catch-up or after a business trip. Capture 5-20 receipts rapidly, then review all extracted expenses together in your Inbox.

How to Use Batch Scan

1. Enable Batch Mode
   In the camera screen, tap "Batch Scan" to enter multi-capture mode.
2. Capture receipts rapidly
   Take photos of each receipt in sequence. No need to wait - just snap and move on.
3. Upload when done
   After capturing all receipts, tap "Upload All" to send for processing.
4. Processing happens in background
   Navigate away and continue using the app. You'll get a notification when ready.
5. Review in Inbox
   Open your Inbox to see all extracted expenses awaiting review.
6. Swipe to approve or edit
   Swipe right to approve, tap to edit details, or swipe left to reject.
7. Batch approve
   Use "Approve All" if all expenses look correct.

Benefits of Batch Processing

• Process 10-20 receipts in under 5 minutes
• Asynchronous processing - no waiting around
• Organized inbox workflow keeps things tidy
• Perfect for weekly or monthly catchup sessions
• Great for post-trip expense reports

🎤 Voice Entry

The fastest way to log expenses - just speak naturally and AI creates the expense for you. Perfect for logging while driving, during meetings, or when you're on the go.

How to Use Voice Entry

1. Tap the microphone icon
   Available throughout the app - home screen, expense list, or quick actions.
2. Speak your expense naturally
   Say something like: "Bought lunch at Chipotle for fifteen fifty" or "Gas at Shell, forty-five dollars and fifty cents"
3. Watch AI extract details in real-time
   As you speak, the system transcribes and extracts expense details.
4. Review the parsed expense
   Check the extracted: Amount, Vendor, Category, and Purpose.
5. Confirm or edit
   Tap any field to correct, or tap Save if everything looks good.

Example Voice Commands

Voice Entry Benefits

• Fastest input method - 5-10 seconds total
• Completely hands-free (great for safety while driving)
• Natural language - no specific format required
• Works for both expenses and mileage
• Real-time transcription and processing

📧 Email Receipt Processing

Set up once and never manually enter online purchases again. Forward receipt emails to your unique TripleSave address and AI automatically creates expenses while you sleep. Perfect for Amazon, Uber, utilities, and all email-based receipts.

Initial Setup (One-Time)

1. Get your unique user code
   Navigate to Profile → Settings. Your code is displayed (e.g., ABC123).
2. Note your receipt email address
   It's: receipt+YOURCODE@triplesave.ai (e.g., receipt+ABC123@triplesave.ai)
3. Create Gmail forwarding filter
   In Gmail: Settings → Filters → Create new filter
4. Set filter criteria
   Examples:
   • From: @amazon.com AND Has: attachment
   • From: receipts@uber.com
   • Subject: receipt OR invoice
5. Set action: Forward to
   Enter your receipt email address: receipt+ABC123@triplesave.ai
6. Confirm forwarding
   Gmail sends confirmation - our system auto-confirms it for you.
7. Done! Future emails auto-process
   All matching emails now automatically create expenses.

How It Works After Setup

1. You make an online purchase
   Amazon, Uber, utilities, software subscriptions, etc.
2. Receipt email arrives in your inbox
   Gmail filter automatically forwards to TripleSave.
3. AI processes in background
   System extracts text, attachments, and creates expense.
4. You receive inbox notification
   "Email receipt processed: Amazon purchase $42.99"
5. Review and approve
   Open Inbox, verify details, approve or edit.

Advanced: Email Whitelist

Add trusted email addresses (up to 10) that can forward receipts on your behalf. Great for family members or work email addresses.

1. Navigate to Email Settings
   Profile → Email Receipt Settings → Whitelist
2. Add email address
   Enter the email (e.g., spouse@gmail.com or work@company.com)
3. Verify ownership
   Verification link sent to that email address - must click to activate.
4. Set up forwarding from that email
   Same process as above, but from the whitelisted account.

Common Gmail Filter Examples

Benefits

• Zero-touch expense tracking for online purchases
• Set up once, works forever
• Processes while you sleep or work
• Great for recurring bills and subscriptions
• No more manual copy-paste from email

📄 Statement Upload & Reconciliation

Upload bank or credit card statements to automatically extract transactions and reconcile with your existing expenses. Perfect for catching missed expenses, finding duplicates, and ensuring complete records.

How to Upload a Statement

1. Navigate to Statements screen
   From menu, select Statements → Upload Statement
2. Select PDF or capture photo
   Choose PDF file from device or take photo of paper statement.
3. Wait for extraction
   AI parses PDF and extracts transaction table (10-30 seconds).
4. Review transaction list
   See all extracted transactions with status indicators.
5. Check reconciliation status
   • ✓ Green = Matched to existing expense
   • ⚠ Yellow = Suggested new expense
   • ✗ Red = No match, needs action
6. Process each transaction
   Tap transaction to: Approve match, Create expense, or Mark as personal.
7. Complete reconciliation
   When all transactions processed, statement marked complete.

Reconciliation Features

• Automatic matching to existing expenses by amount and date
• Fuzzy matching handles slight discrepancies
• Duplicate detection prevents double-entry
• Batch create expenses from unmatched transactions
• Mark personal expenses to exclude from business records
• Statement reupload updates without duplicating

Use Cases

🚗 Manual Trip Entry

Log business mileage manually when you don't have GPS tracking enabled or need to enter historical trips. The system calculates distance via Google Maps and applies IRS standard mileage rates automatically.

How to Add a Trip Manually

1. Navigate to Mileage tab
   Tap "Mileage" in bottom navigation → "Add Trip"
2. Enter start location
   Type address or place name. Google autocomplete suggests matches.
3. Enter end location
   Same autocomplete for destination address.
4. Distance auto-calculated
   Google Maps API calculates driving distance. You can manually adjust if needed.
5. Select expense type
   Choose: Business, Rental, Work (reimbursable), or Personal.
6. Add business purpose
   Required for deductible trips: "Property inspection", "Client meeting", etc.
7. Choose vehicle
   Select from saved vehicles. Used for tracking per-vehicle mileage.
8. Set date/time
   Defaults to now. Tap to change for historical trips.
9. Save trip
   Deduction calculated automatically at current IRS rate (67¢/mile for 2024).

IRS Standard Mileage Rates

System automatically updates rates when IRS announces changes.

Benefits

• Accurate distance via Google Maps routing
• Automatic deduction calculation
• Business purpose field for IRS compliance
• Round-trip calculator for quick entry
• Historical trip logging

📍 Automatic Mileage Tracking

Never miss a business mile again! Our background GPS service automatically detects and records all your trips. Just drive - the app tracks everything in the background. Review and categorize trips at your convenience.

One-Time Setup

1. Enable mileage tracking
   Navigate to Settings → Mileage → Enable Auto Tracking
2. Grant location permissions
   iOS: Settings → TripleSave → Location → "Always"
   Android: Settings → Apps → TripleSave → Permissions → Location → "Allow all the time"
3. Enable background refresh
   iOS: Settings → General → Background App Refresh → ON
   Android: Already enabled with location permission
4. Set default vehicle
   Add your vehicle in Settings → Vehicles → Add Vehicle
5. Done! App tracks automatically
   Trips now recorded in background. Check Mileage Inbox for review.

How Auto Tracking Works

1. You start driving
   Background service detects movement via GPS.
2. Waypoints recorded every 60 seconds
   Creates complete route map with latitude/longitude/timestamp.
3. Trip detection algorithm identifies stop
   When you stop for 5+ minutes, trip auto-saves.
4. Trip appears in Mileage Inbox
   Status: "Pending Review" - awaiting your categorization.
5. Review trip details
   See route on map, start/end locations, distance, duration.
6. Categorize: Business, Rental, Work, or Personal
   Add business purpose for deductible trips.
7. Approve trip
   Moves to mileage log with calculated deduction.

GPS Tracking Features

• Hands-free automatic trip detection
• Complete route with turn-by-turn waypoints
• IRS-compliant location logs with timestamps
• Works in background - no need to open app
• Detects multiple stops on single trip
• Battery optimized for all-day tracking
• Offline support - syncs when connected

Privacy & Battery

🗺️ Trip Waypoints & Receipt Image Storage

All your trip routes and receipt images are stored securely in the cloud with unlimited retention. Meet IRS 7-year record-keeping requirements automatically while maintaining complete audit trails.

Trip Waypoints Storage

Every auto-tracked trip includes GPS waypoints captured every 60 seconds, creating a complete route map with timestamps for IRS-compliant proof.

What's Stored:

• Latitude/longitude coordinates every 60 seconds
• Timestamp for each waypoint
• GPS accuracy indicator
• Trip start/end addresses
• Total distance and duration
• Route visualization on map

Storage Details:

• Database: PostgreSQL (Supabase) with Row-Level Security
• Retention by Tier: Free: 1 year | Pro: 2 years | Premium: 4 years
• Access: Only you can view your waypoints
• Privacy: Encrypted at rest and in transit
• Deletion: Automatic cleanup after retention period, manual deletion available anytime

Receipt Image Storage

Every receipt photo is stored in full resolution with automatic thumbnail generation for fast list views. Images are linked to expenses for complete documentation.

What's Stored:

• Original receipt photo (full resolution JPEG)
• Thumbnail (150x150px for list views)
• Metadata: Upload date, file size, dimensions
• Linked to specific expense record
• OCR-extracted text for search

Storage Details:

• Cloud Storage: Supabase Storage (S3-compatible)
• Format: JPEG with compression (reduces file size 70%)
• Organization: User-specific folders ({userId}/receipts/)
• Security: Signed URLs expire after 1 hour
• Access Control: Only you can view your receipts
• Retention by Tier: Free: 1 year | Pro: 2 years | Premium: 4 years
• Cleanup: Automatic after retention period, manual deletion available anytime

Benefits

• Tier-based retention: 1-4 years depending on your plan
• Complete audit trail with proof
• Visual route verification for mileage
• Full-resolution receipt images
• Secure cloud backup - never lose data
• Access from any device
• Upgrade to Premium for 4-year retention (exceeds IRS requirements)

🤖 AI Weekly Categorization

Let AI do the heavy lifting! Every Saturday morning, our AI analyzes all your uncategorized trips from the week and automatically assigns categories (Business, Rental, Work, Personal) plus generates business purposes based on your patterns.

How It Works

1. You drive during the week
   Auto-tracking captures trips, saved as "pending review".
2. Saturday 2:00 AM: AI job runs
   Automated process finds all uncategorized trips.
3. AI analyzes patterns
   Examines: Start/end locations, trip times, distances, your historical categorizations, property addresses, client locations.
4. Categories assigned automatically
   Each trip categorized as Business, Rental, Work, or Personal.
5. Business purposes generated
   AI creates descriptions: "Property inspection at 123 Main St", "Client meeting", etc.
6. Inbox notification sent
   Sunday morning: "AI categorized 12 trips this week"
7. Review AI suggestions
   Open mileage log, verify categories, edit if needed.

AI Learning Patterns

The AI improves over time by learning from your corrections:

• Frequent routes automatically recognized (home → office → business)
• Property addresses linked to rental category
• Client locations detected from contacts
• Trip timing patterns (weekday morning = business, weekend = personal)
• Your manual edits teach the AI your preferences

Accuracy & Override

AI Categorization by Tier

📊 AI Schedule C, E, & Mileage Reports

Generate comprehensive tax reports in seconds with AI-powered categorization and optimization. Our system analyzes all your expenses and mileage, organizes them by IRS schedules, and identifies opportunities to maximize deductions.

What's Available in Each Tier

How to Generate Tax Reports

1. Navigate to Tax Reports
   Menu → Reports → Tax Reports
2. Select tax year
   Choose year (e.g., 2024, 2023) from dropdown.
3. Tap "Generate Tax Report"
   Processing job starts (3-10 seconds).
4. Wait for notification
   "Tax report ready for 2024"
5. Review comprehensive report
   View Schedule C, Schedule E, and Mileage breakdowns.
6. Check optimization suggestions (Pro+)
   See missing deductions and tax-saving opportunities.
7. Export to PDF (Premium)
   Professional formatted report ready for accountant.

Report Components

Schedule C (Business Income & Expenses)

For self-employed, freelancers, and sole proprietors:

• Expenses categorized by IRS line items (advertising, car & truck, office, supplies, travel, meals, etc.)
• Total deductions calculated
• Supporting documentation linked
• Business mileage deduction included

Schedule E (Rental Property Income & Expenses)

For real estate investors and landlords:

• Property-by-property breakdown
• Expenses by category (repairs, utilities, insurance, property tax, etc.)
• Rental mileage deduction per property
• Depreciation tracking

Mileage Report

Complete mileage summary:

• Total business miles vs personal miles
• Standard mileage deduction calculation
• Vehicle-by-vehicle breakdown
• Monthly mileage trends
• Trip log with business purposes

AI Tax Report Features

Available on Pro ($7.99/mo) and Premium ($12.99/mo) tiers. This comprehensive feature includes:

• Schedule C/E Categorization: Automatic organization by IRS line items
• Mileage Report Generation: Complete trip log with deduction calculations
• Tax Optimization: AI identifies missing deductions and tax-saving opportunities
• Missing Deduction Finder: Scans for commonly overlooked categories
• Smart Recommendations: "Consider home office deduction based on your profile"
• Mileage Analysis: "3 personal trips look like business based on destination"
• Tax Savings Estimate: "Potential $2,400 in additional deductions found"
• Audit Risk Score: 0-100 scale indicating IRS audit likelihood
• Red Flag Detection: Identifies deductions outside industry norms
• Compliance Warnings: "Meal expenses 40% above average for your industry"
• Documentation Gaps: "7 expenses over $75 missing receipts"
• Professional PDF Export: Accountant-ready formatted reports
• Multi-Year Analysis: Compare deductions year-over-year

Example Report Output

✓ AI Monthly Compliance Check

Sleep soundly knowing your records meet IRS standards. Every month, our AI audits your expenses and mileage for compliance issues, missing documentation, and audit red flags - catching problems before tax season or IRS inquiry.

How It Works (Automatic)

1. 5th of every month at 2:00 AM
   Automated compliance job runs for Pro and Premium users.
2. AI analyzes previous month
   Scans all expenses, mileage, and documentation from prior month.
3. Compliance checks performed
   15+ automated checks against IRS requirements and industry norms.
4. Report generated with findings
   Compliance score calculated (0-100), issues flagged.
5. Inbox notification sent
   "Monthly Compliance Check Complete - 3 issues found"
6. Review and take action
   Address warnings before they become tax-time problems.

Compliance Checks Performed

Documentation Completeness

• Missing receipt images (expenses over $75 require receipts)
• Missing business purposes (required for deductions)
• Incomplete mileage logs (start/end locations required)
• Missing vendor names or amounts

IRS Rule Compliance

• Meal deduction limits (50% rule application)
• Home office deduction calculations
• Standard vs actual mileage consistency
• Business use percentage requirements
• Entertainment expense prohibitions (100% disallowed since 2018)

Audit Red Flags

• Unusually high category percentages vs industry averages
• Round number patterns (looks suspicious to IRS)
• Excessive cash transactions
• 100% business use claims (statistically rare)
• Meal & entertainment above 15% of income

Property-Specific Checks (Schedule E)

• Proper expense allocation across properties
• Personal vs rental use documentation
• Passive activity loss limitations
• Rental property mileage tracking

Sample Compliance Report

Benefits

• Catch problems early when they're easy to fix
• Proactive audit protection - fix issues before IRS sees them
• Monthly peace of mind
• Learn IRS rules through specific feedback
• Improve compliance score over time
• Reduce stress during tax season

🛡️ IRS Tax Audit Report

Be audit-ready at a moment's notice. Generate comprehensive IRS-compliant audit response packages with complete documentation, supporting receipts, mileage logs, and detailed expense breakdowns. If the IRS comes knocking, you'll have everything organized and ready to submit.

What is an IRS Tax Audit Report?

An IRS Tax Audit Report is a comprehensive documentation package designed specifically to respond to IRS audit requests (CP2000, audit notices, or examination letters). This feature compiles all your financial records, supporting documentation, and compliance evidence into a professional, IRS-ready format.

How to Generate an Audit Report

1. Navigate to Audit Reports
   Menu → Reports → IRS Audit Report (Premium feature)
2. Select audit period
   Choose the tax year under audit (e.g., 2024, 2023, or custom date range)
3. Choose report scope
   Select:
   • Full Audit Package (all expenses, mileage, receipts)
   • Schedule C Only (business expenses)
   • Schedule E Only (rental properties)
   • Mileage Only (vehicle deductions)
   • Custom (specific categories requested by IRS)
4. AI compliance check runs automatically
   System scans for missing documentation and red flags before generating report
5. Review pre-generation summary
   See: Total deductions, documentation completeness %, any warnings
6. Generate comprehensive package
   Processing takes 30-60 seconds depending on volume
7. Download multi-section PDF
   Professional formatted audit response ready for IRS submission

What's Included in the Audit Report

1. Executive Summary

• Tax year and audit period overview
• Total claimed deductions by category
• Documentation completeness percentage
• Summary of business activities
• Taxpayer information and business details

2. Schedule C Documentation (if applicable)

• Complete expense breakdown by IRS line item
• Category-by-category listing with dates, vendors, amounts
• Business purpose for each expense
• Supporting receipts attached and cross-referenced
• Mileage deduction calculation with detailed trip logs

3. Schedule E Documentation (if applicable)

• Property-by-property expense breakdown
• Repair vs improvement categorization
• Rental property mileage logs
• Property management expense documentation
• Insurance, tax, and utility payment records

4. Complete Mileage Log

• Every business trip with date, start/end location, miles, purpose
• GPS route maps for auto-tracked trips (audit-proof)
• Business vs personal mileage percentage
• Vehicle information and placed-in-service date
• Standard mileage rate application by year
• Contemporaneous documentation (logged at time of trip)

5. Receipt Documentation

• All receipt images organized by category and date
• Clear cross-references to expense entries
• OCR-extracted text for searchability
• Thumbnail index for quick navigation
• Missing receipt affidavits (for lost receipts under $75)

6. Bank/Credit Card Reconciliation

• Statement upload reconciliation reports
• Proof of payment for expenses
• Business vs personal transaction separation
• Account-by-account summaries

7. Compliance Verification

• IRS rule compliance checklist (meal limits, entertainment prohibitions, etc.)
• Documentation completeness report
• Substantiation requirements met/unmet
• Industry comparison benchmarks
• Recommended responses to common IRS questions

8. Appendices

• IRS Pub 463 (Travel, Gift, and Car Expenses) - relevant excerpts
• IRS Pub 535 (Business Expenses) - relevant excerpts
• Standard mileage rate tables
• Tax professional certification letter (if reviewed by CPA)
• Cover letter template for IRS submission

Report Format Options

Use Cases & Scenarios

AI-Powered Audit Preparation

Before generating your audit report, our AI performs a pre-audit compliance check:

• Documentation Gap Analysis: Identifies missing receipts or incomplete records
• Red Flag Detection: Warns about deductions that may raise IRS questions
• Substantiation Check: Ensures IRS requirements met (business purpose, dates, amounts)
• Consistency Verification: Checks for discrepancies between expenses and bank records
• Recommendation Engine: Suggests improvements before submitting to IRS

Benefits of Premium Audit Report

• Generate audit-ready package in minutes (vs weeks of manual compilation)
• Professional formatting impresses IRS agents and tax attorneys
• Complete documentation reduces audit scope and duration
• GPS-tracked mileage logs provide superior substantiation
• Automated compliance checking catches issues before IRS does
• Peace of mind knowing you're audit-ready 24/7
• Can reduce audit penalties and interest by quick, complete response
• Saves thousands in CPA fees for audit preparation

Real-World Statistics

IRS Substantiation Requirements (We've Got You Covered)

The IRS requires specific documentation for deductions. Our Audit Report ensures compliance:

📈 Spending Category Report

Visualize where your money goes with comprehensive spending analysis. Break down expenses by category, vendor, property, time period, and more. Identify trends, find cost-saving opportunities, and track budgets.

How to Generate Spending Reports

1. Navigate to Reports
   Menu → Reports → Spending Analysis
2. Select date range
   Choose: Last 30 days, This Quarter, This Year, or Custom range
3. Choose report type
   • Category Breakdown
   • Vendor Analysis
   • Property Comparison
   • Time Trends
4. Apply filters (optional)
   Filter by: Property, LLC, Wallet, Category, Vendor
5. View interactive charts
   Pie charts, bar graphs, trend lines generated instantly.
6. Drill down for details
   Tap any chart segment to see underlying expenses.
7. Export to Excel/PDF
   Save for records or share with stakeholders.

Available Report Types

Report Features

• Interactive charts - tap to drill down
• Multiple visualizations (pie, bar, line, trend)
• Custom date ranges
• Multi-dimensional filtering
• Export to Excel with formulas
• PDF with embedded charts
• Budget tracking and variance analysis

💼 Employee Reimbursement Report

Create professional reimbursement requests for work expenses and mileage. Perfect for employees who pay out-of-pocket and need to submit to employers. Includes all supporting documentation and IRS-compliant mileage calculations.

How to Create Reimbursement Report

1. Track work expenses and mileage
   When entering expenses, set category to "Work" or expense type to "Reimbursable".
2. Navigate to Work Reports
   Menu → Reports → Employee Reimbursement
3. Tap "Create Reimbursement Report"
   Opens the report generator.
4. Select date range
   Common: "Last Month", "This Month", or Custom range
5. Review included items
   Shows all "Work" expenses and mileage with pending reimbursement status.
6. Add notes or explanation (optional)
   Provide context for unusual expenses or high mileage.
7. Generate PDF report
   Professional formatted document created in 2-5 seconds.
8. Submit to employer
   Email PDF or upload to company portal.
9. Track status
   Mark report as: Submitted → Approved → Paid
10. Update when paid
    When reimbursed, expenses auto-update to "Reimbursed" status.

Report Contents

• Employee information (name, department, date)
• Report period (date range)
• Itemized expense list with dates and amounts
• Attached receipt images
• Business purpose for each expense
• Mileage log with routes and IRS rate calculation
• Total amount due
• Signature section (digital or print-and-sign)
• Supporting documentation appendix

Mileage Reimbursement

Work mileage automatically calculated at IRS business mileage rate (70¢/mile for 2025). Each trip includes:

• Date and time
• Start and end addresses
• Total miles
• Business purpose
• Reimbursement amount

Report Status Tracking

Benefits

• Professional formatted reports impress employers
• All documentation included - no follow-up questions
• IRS-compliant mileage calculations
• Track multiple reports simultaneously
• Historical archive of all reimbursements
• Automatic status updates when paid

📥 Excel & PDF Export

Export your financial data to Excel spreadsheets or professional PDF documents. Perfect for sharing with accountants, importing to accounting software, or maintaining offline backups.

How to Export Data

1. Navigate to any report screen
   Expenses, Mileage, Tax Reports, Spending Analysis, etc.
2. Apply filters (optional)
   Date range, category, property, LLC - export only what you need.
3. Tap "Export" button
   Usually in top-right corner or overflow menu.
4. Choose format
   Select: Excel (.xlsx) or PDF
5. Wait for generation
   "Generating export..." progress indicator (2-5 seconds for most reports).
6. Download or share
   File downloads automatically. Use share sheet to email or save to cloud.

Excel Export Features

What's Included:

• Formatted tables with headers and column labels
• Formulas for totals and subtotals
• Multiple sheets: Summary, Details, Receipts, Mileage
• Conditional formatting (highlights, color coding)
• Freeze panes for easy scrolling
• Pivot table-ready structure
• Date formatting for easy sorting

Excel File Structure:

Use Cases for Excel:

• Import to QuickBooks, Xero, FreshBooks
• Custom analysis with pivot tables
• Budget vs actual comparisons
• Year-over-year trending
• Sharing with bookkeeper for data entry

PDF Export Features

What's Included:

• Professional formatting with headers and footers
• Company letterhead (if configured in settings)
• Embedded receipt images
• Charts and visualizations
• Page numbers and table of contents
• Digital signature ready
• Print-optimized layout

PDF Document Sections:

Use Cases for PDF:

• Share with CPA/tax preparer
• Submit to employer for reimbursement
• Print for paper records
• Email to business partners
• Attach to tax return
• IRS audit response

Export Options by Report Type

Export Availability by Tier

• Free: Export not available - upgrade to Pro for unlimited exports
• Pro: Unlimited exports (Excel & PDF)
• Premium: Unlimited exports + IRS Tax Audit Report generation

🔔 Property Tax Payment Reminders

Never miss a property tax deadline again! Automated reminders notify you 10 days and 1 day before California property tax installments are due. Avoid late fees and penalties with timely notifications.

How It Works (Automatic)

1. Add properties to your account
   Navigate to Properties → Add Property. Enter address and set stage to "Own".
2. System monitors reminder dates
   Daily cron job checks for California property tax due dates.
3. Reminder dates: Dec 1, Dec 9, Apr 1, Apr 9
   Aligned with California property tax installment schedule.
4. System checks for existing payment
   If no payment record exists for current installment period, reminder triggered.
5. Inbox notification sent
   "Property Tax Reminder: 123 Main St - Due Dec 10"
6. Tap notification to view details
   See: Property address, Installment number, Due date, Estimated amount (if historical data available)
7. Tap "Create Payment" button
   Pre-filled payment form with property and estimated amount.
8. Complete payment details and save
   Once saved, reminder automatically dismissed.

California Property Tax Schedule

Reminder Features

• Automatic detection for all owned properties
• Two reminders per installment (10 days + 1 day before)
• Estimated amount based on prior year (if available)
• One-tap payment creation
• Historical payment tracking
• Auto-dismissal when payment recorded

Estimated Amount Calculation

If you've recorded property tax payments in previous years, the system estimates the current year amount:

• Uses last year's payment amount
• Adjusts for California 2% annual increase cap (Prop 13)
• Accounts for any assessment changes
• You can override with actual amount when creating payment

Managing Multiple Properties

If you own multiple rental properties, you'll receive separate reminders for each:

Avoiding Late Fees

Customization Options

Control reminder settings in Profile → Settings → Notifications:

• Enable/disable property tax reminders
• Choose notification methods (push, email, both)
• Set custom reminder days (default: 10 days + 1 day before)
• Snooze individual reminders if already paid directly