Automated Alegra Expense Receipt Logging
Throughout the day, WebRun watches your expenses inbox in Gmail, reads any receipt a team member forwards, logs the amount, vendor, and category as an expense in Alegra, and files the original receipt image in a dated Google Drive folder for backup.
How do I turn forwarded receipts into logged Alegra expenses?
WebRun watches your expenses inbox throughout the day, and whenever a team member forwards a receipt, it reads the vendor, date, and amount, logs it as an expense in Alegra with the right category, and files the original image in a dated Google Drive folder, so nothing gets lost between a shoebox and your books.
- Receipts get logged the same day they are forwarded
- Every expense keeps a copy of its original receipt attached
- No more shoebox of paper receipts at month end
Built for small business owners · bookkeepers · field teams and sales reps · accounting firms
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.com/mail/u/0in a real browser with your saved login - no setup, no API keys. -
1
Gmail - watch for forwarded receipts
gmail.com
WebRun opens Gmail to watch for forwarded receipts. - Watch the shared expenses inbox for new messages with a receipt attached
- Read the vendor, date, amount, and payment method off each receipt
- Skip anything that is not a receipt or invoice attachment
Done when Every new receipt email has been read and its details captured.
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2
Alegra - log the expense
alegra.com
WebRun opens Alegra to log the expense. - Open Alegra and create an expense entry with the vendor, date, and amount
- Assign it to the right expense category based on the vendor
- Link the team member who submitted it in the notes
Done when An expense entry exists in Alegra for every receipt received today.
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3
Google Drive - file the original receipt
drive.google.com
WebRun opens Google Drive to file the original receipt. - Save the original receipt image or PDF to the dated expenses folder
- Name the file with the vendor and date for easy searching
- Link back to the Alegra expense entry in the file description
Done when Every receipt has a filed copy in Google Drive linked to its Alegra entry.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
What if it cannot read a receipt clearly?
It skips the expense entry and leaves the email flagged for you, instead of guessing at an amount or vendor it cannot confirm.
Can I still correct a logged expense?
Yes. Every entry is a normal Alegra expense you can edit like any manual entry, and it links back to the original receipt in Google Drive so you can double check it.
Does it work with photos taken on a phone?
Yes. As long as the photo is forwarded to the expenses inbox as an attachment, WebRun reads it the same way it reads a scanned or emailed receipt.
Related templates
Put this on autopilot.
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