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Chrome River Receipt and Imaging Enhancements

Chrome River’s image-processing technology makes the process of creating and reviewing expenses fast and effective. Below are enhancements now available within Chrome River.

Guidance

Attaching Receipt Images

Receipt images may be uploaded as a PDF, JPG or PNG. As always, receipts may be emailed or faxed to be attached to your expense report. If you choose to upload receipts, the maximum size for a single upload is 5 MB, and maximum size for images submitted via email is 100 MB. Using Optical Character Recognition (OCR), the system can determine the expense type of an uploaded receipt, crop an image of multiple receipts into individual receipt images, and even attach a receipt to the correct line item automatically.

Upload Receipts

For draft and new expenses, you can upload PDF, JPG or PNG receipt images from the Expense Entry Screen.

UPLOAD FROM THE EXPENSE ENTRY SCREEN

On the Expense Entry Screen, click on the RECEIPTS tab. Click on UPLOAD IMAGES to attach your file(s).

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  • Add to Image: Add a new file or additional files. If images are already attached, they will be appended.
  • Replace Image: Replace your existing file(s). This will also overwrite any images attached to the expense except those attached via a transaction or a Google mileage map.
  • Delete Image: Completely remove an image from the expense.

The image(s) will appear immediately in the Receipts tab.

MULTI-IMAGE CROPPINGFor direct upload only, Chrome River's OCR software allows you to upload multiple receipts in a single image—for example, if you snapped a photo of three receipts on your desk. The software will automatically crop the uploaded image into separate images for each receipt. These will replace the original image in the system. If you wish to uncrop the images and revert to the original shot of multiple receipts, simply highlight the image in your Receipts tab and click UNCROP. (Note: This functionality is still a work in progress.)multicrop-01-bg multicrop-02-bg

Email or Fax Receipts

To attach receipt images directly to an expense report via email or fax, you must submit them with a cover page that will route them to the correct expense report. This cover page can be generated from several places within the interface.

  • Faxing or emailing in receipts will overwrite any images already attached to the expense.
  • If you choose to email in the receipts, PDF, JPG and PNG format files are acceptable.
FROM THE EXPENSE ENTRY SCREEN
  1. Click PDF REPORT in the lower right hand corner of the screen and select COVER PAGE. This will generate a cover page with a unique expense ID QR code.
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  2. Print the cover page and place it in front of the receipt(s) you wish to submit.
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  3. Send the stacked cover page and receipt(s) to Chrome River by fax or by scanning and emailing them.
    Fax number: 214-540-1162 OR Email address: expense@chromefile.com
  4. You will receive an email confirmation message if the submission is successful or a detailed error message if it fails.

HTML Receipts

Another way to create an expense memo is by using Chrome River's HTML Receipts function to generate an image of the body of an email to use as the receipt. For example, you could forward an HTML email confirmation for a rental car to have it converted into a receipt image available on your Items tab.

To do so, forward the HTML Receipt (with NO attachments) to expensememo@chromefile.com to have it converted into a receipt image. Chrome River’s OCR data will extract the following data: amount, currency, item type, date and vendor.

Google Mileage Receipts

When users create a mileage expense via Chrome River’s Google Maps tool, the image of the corresponding map is automatically attached to the expense report’s image pack.

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Attaching Receipts to Line Items

By default, all receipt images attached to a report are associated with the entire report. However, we now have the ability to associate receipts to specific line items. These images will even appear below each line item in the resulting Approval Notification Email sent to approvers. It is possible to associate multiple receipts with the same line item, but it is not possible to associate the same receipt with multiple line items.

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AUTOMATIC LINE-ITEM MATCHING

When an image is uploaded, Chrome River's imaging software will extract valid OCR data from as many of the following criteria as possible:

  • Amount / Currency / Item Type / Date / Vendor

If the system is able to extract enough data, it will automatically match the image to the appropriate line item on the expense report, as long as it does not already have an image linked to it. If there are multiple matching line items, the system will attach the image to the first item it encounters that does not already have an image attached.

MANUAL LINE-ITEM ATTACHMENT
  1. Once you have uploaded or located the image you want to use in the receipt pack, grab the image and drag it onto the line item.lineitems-02-bg
    • You may also select the desired line item so that it turns blue, then click LINK on the Receipts tab. However, if you are attempting to link multiple receipts with the same line item, subsequent receipts may only be attached via dragging.
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  2. A paper clip icon on the line item indicates that it has a receipt attached. A receipt may not be attached to any other line item while it is attached to the one you selected.
    When you select a line item, the first image that was associated with it will appear in the Receipts tab. To see which additional images in the receipt pack are associated with a specific line item, click the arrows in the Receipts pane to page through the images. The corresponding line item will be highlighted in blue as each receipt loads in the viewer.lineitems-04-bg
  3. To unlink a receipt, highlight the line item, page through the receipt pack to the desired image, and click UNLINK in the Receipts pane. The image will remain in the receipt pack and be available to attach to another line item.lineitems-05-bg

Email Memo Transactions

Chrome River EXPENSE allows you to create new expense items via email for later attachment to an expense report in the online application. You can send a plain text email containing the pertinent details, forward an HTML email like a confirmation or receipt, or attach a receipt image to an email. If you know the Report ID of the expense report to which you want to add the expense item and/or image, you can email it directly to that report. Once it is received, you will be able to view the expense memo in the Offline folder of the Items tab when creating a new expense.

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Expense memos can also be accessed via the Home Dashboard of Chrome River online. Under New Items Available, click >>DETAILS and then select the OFFLINE tab.

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Sending a Plain Text Email Memo

If you want to create an expense item on the go but don't have a receipt, you can send a plain text email of the details to Chrome River and an item will be created for you in the Offline folder of your Items tab.

    1. Draft a new message containing the following information.

      To: expensememo@chromefile.comFrom: your.name@your.company.comSubject: xx.xx [dollar amount] Body: Description of expense
    2. The "From" email address must be the one associated with your account in Chrome River EXPENSE online.
    3. The Subject should be the amount of the expense with no symbols—the corresponding currency code is optional. If you neglect to put the expense amount in the Subject line, the amount will be 0.00 when the expense appears in Chrome River online.
    4. The body should contain the description of the expense. It will appear in the Description section of any PDF reports generated.emailmemotrans-03
    5. Send the message to expensememo@chromefile.com.
    6. The expense will appear in the Offline folder of the Items tab.emailmemotrans-04

Sending an HTML Email Memo

If you have received an HTML email confirmation or receipt for an expense, you can forward it directly to expensememo@chromefile.com to have it converted into a receipt image. The email must not have any attachments. The image created from the HTML email you forwarded will be found in the Offline folder of the Items tab.

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Chrome River's imaging software will extract valid OCR data from as many of the following criteria as possible and use it to populate the corresponding fields of the line item created from the email memo:

      • Amount
      • Currency
      • Item Type
      • Date
      • Vendor

If you replace the subject line of the email with an amount, that number will override the amount extracted via OCR.

Sending an Email Memo with a Receipt Image

To submit receipts with your email memo expense, simply attach the images to a plain text message. For example, you can use your mobile device to take a photo of a receipt, then attach it to an email sent to expensememo@chromefile.com from the device.

Image files must be 5 MB or less—500 KB is ideal—and JPG, PNG and PDF files are all acceptable.

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Chrome River's imaging software will extract valid OCR data from as many of the following criteria as possible and use it to populate the corresponding fields of the line item created from the email memo:

  • Amount
  • Currency
  • Item Type
  • Date
  • Vendor

If you enter the amount in the subject line of the email, that number will override the amount extracted via OCR.

The images will appear with the expense in the Offline folder of the Items tab. Each image will appear as its own email memo in the Items tab containing the corresponding information about the expense. Click >>RECEIPT to view the image.

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Note: If you email the image without a subject line or a description, the expense will still appear in the offline folder, but the amount will be 0.00 and the only other data will be the date of the email.

Receipt Image Specifications: Summary

Chrome River gives users multiple options for attaching receipt images to an expense reports.

Attaching Receipts via Chrome River EXPENSE

The Chrome River application allows users and their delegates to upload receipt images in PDF, JPG and PNG format. The maximum size for a single upload is 5 MB. If you wish to add a file greater than 5 MB, either split it into sections or send it via email or fax. The total size of all images uploaded via email must be 100 MB or less.

Attaching Receipts by Fax or Email

Users also have the option to attach receipt images by fax or email, which allows you to bypass the file-size limitation on images uploaded through the application. It is also the only way to submit images as TIFF files. Only JPGs, PDFs, PNGs and TIFFs can be accepted.

To attach receipts directly to a specific report, the Chrome River cover page with unique report QR code must be included as the first page, in front of the receipts. Users may submit receipts for multiple reports simultaneously by placing the Chrome River cover page for each expense report at the start of its corresponding receipt packet, like this: Cover Page A, Receipt Packet A, Cover Page B, Receipt Packet B, etc.

Attaching Receipts via a Mobile Device

Users have the option to snap a photo of receipts with a mobile device and email it directly to Chrome River. Here are a few guidelines to ensure that your image can be read by the system:

  • Hold the device steady when taking the photo.
  • Be sure there is no glare on the receipt that obscures the data.
  • During the image-attachment process, select the size (Small, Medium, Large, Actual Size) that’s closest to 500 KB.

Troubleshooting

Submission fails: Faxed/emailed receipts trigger a confirmation email that reports the success or failure of the submission. If the submission fails, the email will list the reason—for example, no cover page or illegible QR code.

Attachment fails: Occasionally, a receipt image will not attach properly. If this occurs, the application will return the file by email to either the submitter or the firm administrator. If the file is larger than 5 MB, it will not be included as an attachment in the email.

QR code issues: If a receipt is returned but appears to be formatted properly, make sure the QR code is clear and not obstructed. In some cases, the QR code may contain a significant amount of “noise”—the variation of brightness or color information in an image that appears as randomly occurring black or white pixels. If the QR code is not able to be read by the Chrome River QR code reader, it may reject the file.

Rescanning or reprinting the cover page and receipts at a higher resolution with the quality controls set at “fine” will typically resolve this issue. Chrome River’s recommended settings are Black and White, 300 dpi, and the accepted file types are JPG, PNG, TIFF and PDF.

Approvals

Chrome River’s line-item image functionality is especially helpful for approvers because it takes them directly to the receipt image corresponding to each line item.

In-App Approval

When an approver clicks on a line item that has an image attached to it, that image will automatically appear in the Receipts tab. If there are numerous images attached to the expense report, this saves the approver from having to click through all of them to find the relevant receipt. Conversely, as the approver clicks through the images on the Receipts tab, their corresponding line items will be highlighted on the report.

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Email Approval

Approval emails for expense reports containing line-item images have a VIEW link in the Expense Details section for each line item with a corresponding receipt. The link opens the receipt pack PDF and scrolls directly to the corresponding receipt.

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For More Information

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travel@vcu.edu
804-828-1077 (ext 3)

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