Text a Receipt. Get an Approval. — Taskwell Approval Tracker

Field workers text a photo of any receipt to a Taskwell number. AI extracts the data, evaluates it against your company policy, and either auto-approves it or routes it to the right person — with a recommendation already attached.

The problem

Traditional expense management assumes workers are at a computer: submit through a portal, upload a scan, fill out a form, wait for email approval. For construction crews, delivery drivers, yard workers, and service technicians, that process breaks down at every step. The result is a familiar mess — crumpled receipts photographed a week later, manual re-entry into accounting, approval chains that stall because the right person is unreachable, and no visibility into spend until month-end close. Taskwell Approval Tracker is built for the field first: the entire intake happens over SMS, the one channel every worker already uses, on every phone, with no setup.

How it works

• Text the receipt — a worker photographs a receipt and texts it to a Taskwell-provisioned number. Taskwell verifies the sender against your allowlist, then runs a two-stage extraction pipeline — AI-powered OCR for precise field recognition, then a large language model to pull vendor, amount, date, category, billable status, and job/yard assignment. If a field is unclear, Taskwell texts back automatically: “Got your receipt from Walmart $127.45. Quick — what yard was this for?”
• AI evaluates against policy — every field is scored for confidence, then evaluated against your approval rules. You set them: auto-approve under $50 with high confidence, route $50–$500 to the field manager, escalate anything over $500 to finance. Anomaly detection flags odd hours, unfamiliar vendors, and duplicate amounts, forcing human review.
• Approve and export — reviewers see a rich approval card with the receipt photo, extracted data with confidence badges, and one-click approve, reject, or reassign. Once approved, Taskwell maps vendor names to your accounting system, assigns the GL account, and creates the bill automatically.

“2 frac tanks, Carlsbad Yard, $50/day, delivery tomorrow” → Taskwell creates the work order → manager approves → accounting entry created automatically.

Built for field operations

• Service work order billing — field managers text or submit line items (labor, materials, equipment rental, delivery) against an open work order; Taskwell assembles the record, routes it through your approval chain, and exports it as a customer invoice. Time and materials, handled end to end.
• A system that gets smarter — every time a reviewer corrects a field, Taskwell remembers it and applies it to the next receipt from that vendor. Walmart receipts where the auth number is the employee ID, or Amazon orders where the department code identifies the yard — learned once, applied forever.
• Multi-level, multi-chain approvals — 1 to 5 levels, sequential or parallel, role-based or user-specific, with per-org-unit routing. A work order touching multiple yards can run simultaneous chains for each, completing only when all close. Configure it in the policy admin UI — no code.

What you get

• Receipt submission in the field, in real time, not a week later
• Less finance time on data entry, more on analysis
• Faster approvals — reviewers get pre-populated forms, not blank ones
• Your accounting system stays current, with approved expenses exported same day
• Better policy compliance via auto-approval rules and anomaly detection
• A full audit trail on every transaction, with receipt photo attached

No app. No forms. Just a text — available as an add-on to the base Taskwell platform subscription, with predictable per-user pricing.