Snap the receipt. Coaster does the rest.

Coaster reads every receipt, matches it to the card charge, chases approvals, pays employees by ACH and syncs it all to QuickBooks or Xero.

100% free, open source alternative to Expensify, SAP Concur and Emburse

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Union Station Grill

Denver, CO

Wed Oct 7

Subtotal: $86.40
Tip: $15.55
Total: $101.95

read

Amex ••1008

Union Station Grill

matched to receipt

MealsSales

$101.95

Coaster

Who was at the $101.95 dinner on Wed Oct 7?

Jordan

Me + 2 guests from Pikes Trail Supply

$33.98 a person·under $75

Approved by Dana Kim, Sales Director

from Slack·Fri Oct 9, 10:14 am

ACH to Jordan Pike·$448.80·returned R03: no account·Tue Oct 13

Bank updated·resent Thu Oct 15·settled Fri Oct 16

QuickBooks Online

23 bills paid·312 card purchases

receipts attached·0 errors

Jordan’s Denver trip: done by Friday!

Denver client trip · Oct 1 – 16

Ten days, takeoff to paid back.

One sales trip, five receipts, one claim. Jordan snapped and forwarded. Coaster did the rest.

Jordan never typed an amount!

Thu Oct 1
United booked
Forwarded from Gmail
Tue Oct 6
MCI → DEN
Jordan flies out
Wed Oct 7
8:52 pm MT
Dinner snapped at the table
Thu Oct 8
7:40 am MT
Hotel folio sent in Slack
Thu Oct 8
2:35 pm MT
Lyft receipt arrives
Thu Oct 8
8:31 pm
Parking snapped
9:10 pm · Draft claim C-⁠1186
Fri Oct 9
10:14 am
Matched, asked, approved
Paid out 2:00 pm
Tue Oct 13
9:02 am
ACH returned, R03
Thu Oct 15
11:30 am
Resent
Fri Oct 16
Settled
C-⁠1186 paid in full

C-⁠1186·Denver client trip·5 receipts·$907.75

Takeoff Tue Oct 6·paid in full Fri Oct 16

Capture · Oct 1 – 8

Five receipts, four ways in.

Snap it, forward it, drop it in Slack, or let Lyft send it. Each one lands in Jordan's receipt inbox and is read.

Jordan·Thu Oct 8, 9:10 pm

add my Denver trip

Coaster

Draft claim C-⁠1186·Denver client trip·Oct 6–⁠8·5 receipts·waiting on 2 card charges

Four ways in

Forwarded from Gmail

United·MCI → DEN·$318.40·Thu Oct 1

original message kept

Camera

Union Station Grill·Wed Oct 7·8:52 pm MT

MCI Economy Parking·Thu Oct 8·8:31 pm

Slack·Blake Street Hotel folio.pdf·2 pages·Thu Oct 8·7:40 am MT

Coaster

Read: Blake Street Hotel·Oct 6–⁠8·$412.80

$179 a night is over the $175 cap. Why this hotel?

Jordan

Closest hotel to Pikes Trail; lowest rate that week.

Lyft Business

Union Station → DEN·$38.60·Thu Oct 8·2:35 pm MT

arrived on its own

Read · Thu Oct 8

Two nights, read as one folio.

Coaster reads the balance, not the first night,
splits room from tax, and marks anything it isn’t sure of.

Itemized

Lodging·Room$358.00

Lodging·Tax$54.80

Total$412.80

read

Jordan confirmed Thu Oct 8

reading and correction kept

Match · Fri Oct 9 · 8:00 – 9:31 am

Matched to Amex. One question in Slack.

The morning Amex file matched itself to the receipts. Coaster asked Jordan the one thing a receipt can’t say.

Coaster 8:02 am

Who was at the $101.95 dinner on Wed Oct 7?

Subtotal: $86.40
Tip: $15.55
Total: $101.95

Jordan 9:30 am

Me + 2 guests from Pikes Trail Supply

Coaster

Added 3 attendees·$33.98 a person, under the $75 limit ·C-⁠1186 is complete. Submit?

SubmitSubmitted 9:31 am

Amex daily file·Fri Oct 9, 8:00 am·61 new charges·58 matched

Claim C-⁠1186

United $318.40
Amex ••1008·matched Fri Oct 2
Airfare · Sales
Rule: United → Airfare
Union Station Grill $101.95
Amex ••1008·matched 8:00 am
Meals · Sales · Pikes Trail Supply
Jordan’s past coding
Lyft $38.60
Amex ••1008·matched 8:00 am
Ground transport · Sales
Merchant category
Blake Street Hotel $412.80
Own card
Lodging · Sales
MCI Economy Parking $36.00
Own card
Parking · Sales

Card $458.95·out of pocket $448.80·claim $907.75

Approve & pay · Fri Oct 9

Approved from Slack. Sent with 22 others.

Dana saw the whole claim and its one explained exception, and approved from her phone. Megan released all 23 payments at 2:00 pm.

Coaster

Jordan Pike·Denver client trip·Oct 6–⁠8·C-⁠1186

$907.75·5 expenses·$448.80 to reimburse

Lyft $38.60·approved by rule

1 exception, explained: Lodging $179/night over the $175 cap

“Jordan: Closest hotel to Pikes Trail; lowest rate that week.”

ApproveHoldOpen

Approved by Dana Kim, Sales Director·from Slack·Fri Oct 9, 10:14 am

Friday reimbursements

Fri Oct 9·23 people·$9,486.20·ACH

Jordan Pike$448.80
Alyssa Grant$1,214.60
Ben Ochoa$327.15
Ruth Kowal$92.30
+ 19 more$7,403.35

Total$9,486.20

Release

Released by Megan Ortiz·2:00 pm·standard ACH·settles Tue Oct 13 (Mon is a bank holiday)

QuickBooks·2:05 pm·23 bills paid·receipts attached ·C-⁠1186’s 3 card purchases posted 10:15 am

Tue Oct 13
1. 9:00 am
  22 of 23 settled·$9,037.40
2. 9:02 am
  ACH to Jordan Pike·$448.80·
  returned R03: no account
  The bank couldn’t find the account ending 2290 · $448.80 back on Jordan’s balance
3. 9:03 am
  QuickBooks: Jordan’s bill payment reversed
4. 11:20 am
  New account ••7731 verified instantly
  notice sent to Jordan’s previous email · payments held 2 days
Thu Oct 15
1. 11:30 am
  Hold lifted·resend prepared by Coaster, released by Megan·$448.80·QuickBooks bill payment re-posted
Fri Oct 16
1. Settled ·C-⁠1186 paid in full

Return · Tue Oct 13 → Fri Oct 16

The bank sent it back. Paid by Friday.

One of 23 payments came back. Coaster said why in plain words, got the new account, and kept the books right while it waited.

Coaster·9:04 am

Your $448.80 reimbursement came back: your bank couldn’t find the account ending 2290. Update your bank details here →

Jordan·11:20 am

Credit union merger gave me a new number

Bank updated·resent Thu Oct 15·settled Fri Oct 16 ·
QuickBooks 23 bills paid·0 errors

Denver client trip·Oct 6–⁠8·5 receipts·$907.75·paid

ColoradoKansasMissouriDENMCI

Union Station Grill·$101.95
Blake Street Hotel·$412.80
Pikes Trail Supply·client
MCI Economy Parking·$36.00

Chase · Fri Oct 16

Fourteen receipts out. Coaster is asking.

Reminders go out on business days, skip the bank holiday and quiet hours, and stop the moment the receipt lands.

Amex daily file

last Fri Oct 16, 8:00 am

next Mon Oct 19

Mon Oct 12 bank holiday, no file expected

October Amex feed

charges: 412
receipts matched: 398
being chased: 14

Being chased · 14

Person	Charge	Status	Posted	Reminded	Next
Trevor Nash	Casey’s · $58.40	receipt missing	Fri Oct 9	Wed Oct 14Mon Oct 12 holiday skipped	Mon Oct 19
Alyssa Grant	Hampton Inn Omaha · $241.36	receipt missing	Tue Oct 13	Thu Oct 15	Tue Oct 20
Kevin Ruiz	Home Depot · $146.88	receipt missing	Wed Oct 14	Fri Oct 16, 8:00 am	Wed Oct 21

+ 11 more

After 2, 5 and 10 business days·quiet hours 7 pm – 8 am local·then the manager, then Megan

Closed this week: 27 chases

each stopped when the receipt arrived

Haven’t chased anyone in October!

October close·Amex corporate statement

Statement · Oct 1–⁠31

801 charges: $105,402.15
6 credits: −$783.75
Balance: $104,618.40
Coaster total: $104,618.40 ·0 differences
QuickBooks Amex account: 799 purchases + 6 credits$104,231.50 + 2 accrued $386.90 = $104,618.40

Open card spend · 2 · owners chased

Trevor Nash·Casey’s·Fri Oct 30: $118.79
Kevin Ruiz·Home Depot·Sat Oct 31: $268.11
Pending claims · 3: $1,148.25

Reimbursements in October

Fri Oct 9 · 23: $9,486.20
Fri Oct 23 · 19: $7,904.65
42 paid, all cleared in QuickBooks 1 returned and resent: Jordan Pike: $17,390.85

QuickBooks Online·799 card purchases·42 bills paid·receipts attached·0 errors

Close · Mon Nov 2

October’s Amex, balanced to the cent.

Coaster reconciles the statement, lists what’s still open, and hands Megan an accrual ready to post.

Accrual ready

$1,535.15

Sales$1,102.40

Operations$432.75

Posted by Megan Ortiz 3:40 pm

Policy · Tue Nov 3

New hotel cap, tested on last year first.

Coaster spotted an exception everyone approves anyway, proposed the fix, and replayed it on 12 months of trips before Megan said yes.

Lodging over $175 a night

41 times·Nov 2025 – Oct 2026·41 of 41 approved·9 people

Denver14
Chicago11
Dallas8
Minneapolis6
Other2

Denver again!

Jordan Pike·Blake Street Hotel·$179·Oct 6–⁠8

Proposal: $215 a night in Denver, Chicago, Dallas and Minneapolis; $175 everywhere else

Replay on 12 months

	Today (v7)	Proposed (v8)
Exceptions	41	to 4
Reimbursed amounts	unchanged·$0.00
Approver reviews	37 fewer
Affected people	9

Affected expenses·Open

Adopted by Megan Ortiz·10:40 am·policy v8 effective Mon Nov 9·past decisions keep v7

Adopt

Moving in · Sat Sep 26 – Thu Oct 1

Your Expensify history, receipts and all.

Coaster read Tallgrass's Expensify account, showed what would move, and took over on Oct 1 with nothing paid twice.

$ curl -fsSL https://runeditrun.com/install.sh | sh -s -- dev just-every/run-coaster
# installs rer, then gets and starts Coaster on your computer
# Already have Node 22 or later? npx -y @runeditrun/rer dev just-every/run-coaster

Also moves in from SAP Concur, Emburse, Ramp, Brex and Navan.

Import preview·reviewed Sat Sep 26

From Expensify

People · with managers, synced from Gusto70
Approvers9
Categories → QuickBooks accounts34
Tags12
Policy rules1110 mapped + 1 to review
Reports · 6 open, carried, reimbursable once3,412
Receipt images21,870
Amex cards assigned38
Overlapping Amex charges Sep 28–⁠3047 · 0 doubled

Cutover Thu Oct 1, 12:00 am·Amex daily file live

Chicago next!

Back on the road by Monday.

100% free and open source. MIT licensed.

Run Coaster Read the docs