Expense Reports / Invoices

As the EA, you ensure that the executive’s expense reports and invoices are accurate, organized, and submitted on time. This includes collecting receipts, categorizing expenses, preparing reports, and managing vendor invoices.

All documentation and communication are centralized in GuideLayer > Task comments, with exports or submissions handled via the client’s preferred tools (e.g., Sheets, QuickBooks, Expensify, Airtable, or Concur).

Use AI Copilot for categorization, data summaries, anomaly detection, and workflow optimization.

Why this matters:

Accurate, timely expense and invoice management supports financial compliance, transparency, and efficiency. By proactively organizing and submitting reports, you help the executive avoid late fees, maintain audit readiness, and eliminate tedious admin work.

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EXPECTED OUTCOMES

• All expense reports and invoices submitted accurately and on schedule.
• Executives and/or Finance receive clear, well-structured summaries.
• Receipts, invoices, and notes fully documented in GuideLayer for traceability.
• AI Copilot assists with categorization, formatting, and anomaly detection.

Use this playbook for all expense and invoice-related tasks, including:

• Monthly expense reporting cycles.
• Vendor invoice submissions or payments.
• Reimbursements, credit card summaries, or travel-related expenses.
  

Pre-conditions

• Executive provides receipts, invoices, or payment records (via uploads, emails, or shared folder).
• Access to reporting tools (Sheets, QuickBooks, Expensify, etc.) confirmed.
• Payment approval thresholds and submission deadlines clarified.

Executive Assistant – Collect and categorize receipts, prepare reports, track invoices, verify accuracy, and document all actions in GuideLayer.

Executive – Submit receipts or notes, review reports (if applicable), and provide clarifications.

Finance / Accounting – Approve, process, and record payments; ensure compliance with accounting standards.

Tools: GuideLayer, AI Copilot, QuickBooks, Expensify, Airtable, Google Sheets, Concur, Dropbox/Drive (for storage).

AI Copilot Power Prompts:

• “Categorize these expenses into Travel, Meals, and Office categories. Flag anything unclear.”
• “Summarize these invoices into a payment calendar with due dates and vendors.”
• “Highlight duplicate or suspicious charges from this expense report.”
• “Draft a one-paragraph executive summary of total expenses for this month.”
  

Client Feedback Template:

Hi [Client], I’ve completed your expense report and submitted [to Finance / for your approval]. Could you share a quick note — is this level of detail and categorization what you prefer, or should I adjust it for future reports?

• 100% of receipts and invoices collected and logged.
• Reports submitted on or before deadlines (monthly default).
• Zero missed or late invoice payments.
• Clear summaries shared with the executive or Finance.
• All anomalies flagged and resolved prior to submission.

Pro Moves

• Maintain a live receipts/invoice tracker (Sheets or Airtable) with upload links and status.
• Standardize naming conventions for all uploads (e.g., Vendor_Date_Amount).
• Use AI Copilot to pre-check categorization and highlight inconsistencies.
• Set recurring GuideLayer reminders for monthly or quarterly submissions.
• Provide a one-page summary dashboard showing category totals and spending patterns.
• Flag potential cost-saving opportunities (e.g., unused subscriptions, duplicate vendors).
  

Top Mistakes to Avoid

• Missing receipts due to inconsistent collection.
• Late submissions causing delayed reimbursements.
• Misclassification of expenses due to unclear categories.
• Incomplete documentation in GuideLayer.
• Skipping AI Copilot anomaly or duplicate checks.

Client Feedback Loop

After completing each report cycle, send:

“Hi [Client], I’ve completed your expense report and submitted [to Finance/for your approval]. Please let me know: Is the level of detail and categorization what you prefer, or would you like adjustments for future reports?”

Log feedback in GuideLayer task comments and refine processes based on client preferences for ongoing improvement.

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• Missing receipts: Request from vendor or executive; document attempts in GuideLayer.
• Duplicate charges: Confirm with vendor before finalizing.
• Late invoices: Escalate early using AI Copilot-drafted message.
• Confusing categories: Confirm classification with Finance.
• Mixed business/personal expenses: Clearly separate and flag for review.
• International receipts: Convert currency, verify tax treatment.
• Disputed invoices: Draft escalation email via AI Copilot and document in GuideLayer.
• High-volume months: Batch process and leverage AI Copilot for categorization.