Use Case · For your company
Collect invoices from employees — automatically, every month
Stop chasing receipts. Let Skoutee ask every employee to submit their invoices and expenses — on schedule, on their preferred channel.
The Problem
End-of-month invoice collection is a nightmare
It's the 28th again. You send the monthly "please submit your invoices" email. A few people respond within the hour. Most don't. You wait a day, then start the follow-ups: Slack messages, desk visits, more emails. "Did you have any expenses this month?" "Can you resend that receipt? I can't open the file."
Meanwhile, accounting is waiting to close the books. Half the team hasn't submitted. Some invoices arrive as blurry photos, others as forwarded email chains with no context. You end up spending an entire day just collecting and organising paperwork that could have been automated.
Every. Single. Month. The same cycle repeats — and it shouldn't be this hard.
The Solution
Let Skoutee do the chasing for you
With Skoutee, you set up the process once — "ask all employees to submit their invoices by the 1st" — and it runs automatically every month. Skoutee personally contacts each employee on their preferred channel, asks if they have invoices to submit, collects the files, and organises everything in one place.
No more chasing. No more "I forgot." No more blurry photos in random Slack threads. Just a clean, organised dashboard with every invoice, receipt, and expense — ready for your accounting team to process.
Step by step
How to set up your invoice collection scout
Set it up in under 2 minutes. It runs itself every month after that.
Define what you need
Tell Skoutee what to collect: "Ask all employees to submit their invoices and receipts for this month." Skoutee creates the right prompts — e.g. "Do you have any invoices to submit?" (Yes / No), "Please upload your invoice or receipt" (file upload), and "Any notes or cost center?" (free text). You can add fields for amounts, categories, or project codes.
Add your employees
Import your employee list from a spreadsheet or HR system. Include names and preferred contact channels — email for the finance team, Slack for developers, WhatsApp for field workers. Skoutee reaches everyone where they're most responsive.
Schedule & automate
Set it to run automatically on the 25th of every month, giving employees a week to submit. Choose channels per person or team. Set a deadline like "submit by the 1st" so accounting can close the books on time. Add automatic reminders for people who haven't responded.
Collect & organise
Hit launch — or let it run on schedule. Skoutee personally messages each employee, collects their invoices and receipts, and organises everything in your dashboard. You get a clear overview of who submitted, who didn't, total amounts, and all files in one place. Export it all to your accounting software.
Benefits
Why automated invoice collection wins
Less admin, faster bookkeeping, happier finance team.
Save hours every month
No more chasing employees for receipts. Skoutee handles the entire collection process automatically, every single month.
Files collected in one place
All invoices and receipts are uploaded directly through Skoutee and organised in your dashboard. No more digging through emails.
Nobody gets forgotten
Skoutee tracks who submitted and who didn't. Automatic reminders go out to people who haven't responded before the deadline.
Fully automated & recurring
Set it up once and it runs every month on autopilot. End-of-month invoice collection becomes completely hands-off.
Audit-ready records
Every submission is timestamped and stored. You have a clear trail of who submitted what and when — perfect for compliance.
Close books faster
With all invoices collected before the deadline, your accounting team can close the month on time — every time.
Pro tips
Best practices for invoice collection
Send the first reminder a week before the deadline so employees have time to gather their receipts.
Include clear instructions on what format invoices should be in (PDF, photo of receipt, etc.).
Add a cost center or project code field so invoices are pre-categorised when they arrive.
Set up automatic reminders 3 days and 1 day before the deadline for non-responders.
Include a 'No invoices this month' option so you know who's done vs. who hasn't seen the message.
Export results directly to your accounting software to eliminate manual data entry.
Security & Safety
Enterprise-grade security built in
Skoutee is designed with strict safety rails and compliance in mind. Your business data stays protected at every step.
Skoutee can't act on its own
Skoutee only does what you tell it to. It cannot initiate actions, access systems, or make decisions outside the scope you define. Every scout is triggered and controlled by you.
Your data is stored securely
All collected responses and files are encrypted at rest and in transit. Your data lives in a secured environment with strict access controls — never exposed to the open internet.
Full transparency & audit trail
Every message sent, every response collected — fully logged and visible in your dashboard. You always know exactly what Skoutee said and what it received.
No direct access to your systems
Skoutee's AI has no direct access to your controlling software, CRM, or databases. It operates in a sandboxed environment — completely isolated from your business-critical infrastructure.
Minimal data exposure
The AI only receives the minimal data it needs to do its job. For example, it knows "Customer X has an open invoice" — but never sees your full financial records, account details, or sensitive business data.
Secure authentication for storage
When Skoutee stores collected data, it goes through a highly secure authentication mechanism. The AI agent cannot read, modify, or access anything outside its defined scope — ever.
Ready to automate invoice collection?
Create your first invoice collection scout in under 2 minutes. Free to start, no credit card required.