The Problem
You're wasting hours every week copy-pasting data from your expense reports. Errors pile up, and your team loses precious time on repetitive tasks.
How it works
1. Create a template
Define the fields to extract from your expense reports (number, date, amount, etc.).
2. Set up automation
Connect Notion and define how data should be sent.
3. Upload your documents
Drag and drop your files. Extraction and sending happen automatically.
Expense reports represent an administrative challenge for many companies. Between paper receipts, various receipt formats, and manual entry into Notion, the process is time-consuming and error-prone. Automatic extraction to Notion transforms this workflow by creating structured entries from your receipts.
Expense Report Automation with Notion
Notion has become the preferred productivity tool for many teams due to its flexibility. Creating an expense database in Notion allows you to:
- Centralize all receipts in one place - Create views by employee, category, or period - Track validation status (submitted, approved, reimbursed) - Calculate totals automatically with Notion formulas - Collaborate with managers for approvals
With Extralys, each uploaded receipt automatically becomes an entry in this database, with all fields filled: date, amount, category, merchant.
- •Centralized expense database
- •Filtered views by employee or category
- •Built-in approval workflow
- •Automatic total calculations
Mobile Receipt Scanning: Simplified Capture
Most business expenses happen while traveling. Employees accumulate receipts in their wallets, and submitting expense reports becomes a chore at month-end.
With the Extralys + Notion workflow, capture becomes instant:
1. The employee takes a photo of the receipt with their smartphone 2. They send it to Extralys (by email, WhatsApp, or direct upload) 3. AI extracts data: date, amount, merchant, suggested category 4. An entry is automatically created in the Notion database 5. The manager receives a notification for validation
No need to wait until month-end to compile receipts—everything is recorded in real-time.
- •Photo = Notion entry in seconds
- •No specific app required
- •Automatic category suggestion
- •Instant manager notification
How to Automate Expense Management: Key Steps
Setting up expense report automation with Notion takes just minutes:
**Step 1: Create your Notion database** Define the properties you need: Date, Amount, Category (select), Employee (person), Status, Description, Receipt (file).
**Step 2: Configure Extralys** Create an extraction template for receipts. Select fields to extract and their correspondence with Notion properties.
**Step 3: Test and deploy** Upload a few test receipts, verify data arrives correctly in Notion, then communicate the process to your team.
**Step 4: Optimize your Notion database** Add views (by employee, by month), formulas (total by category), and Notion automations for reminders.
Use Case: Distributed and Remote Teams
Remote or geographically distributed teams face a specific challenge: centralizing expenses from people who never physically meet.
With the Extralys + Notion system:
- Each employee can submit receipts from anywhere - Managers see expenses in real-time in the Notion database - Approvals happen with a simple status change - The accountant has access to all data for reimbursement - Complete history is viewable and filterable
No more lost receipts, no more submission delays, no more data entry errors. The workflow is smooth, transparent, and traceable.
- •Submission from anywhere
- •Real-time visibility for managers
- •One-click approval
- •Complete and traceable history
Receipt Data Extraction: Precision and Reliability
Extracting data from receipts is technically demanding. Cash register tickets are often crumpled, poorly printed, with varied fonts. Extralys AI is specifically trained on these types of documents.
Our technology handles:
- Thermal tickets of variable quality - Receipts in multiple languages - International date and amount formats - VAT and transaction details - Merchant logos and names
Extraction accuracy exceeds 95%, and ambiguous cases are flagged for human verification. You maintain control while automating the bulk of the work.
Get Started with 50 Free Extractions
Ready to automate your expense reports to Notion? Create your Extralys account and test the solution with 50 receipts for free.
Set up your Notion database, connect Extralys, and discover how to transform a tedious process into a smooth workflow. Your teams will thank you.