Show, don't tell
Every marketing page on this site makes the same claim: text a receipt, get a QuickBooks draft. This page shows you exactly what that means.
Below are six examples covering every transaction type Maya creates. On the left is what your crew texts — a photo of a receipt, invoice, return slip, or credit memo. On the right is what appears in QuickBooks — a draft transaction, already classified as the correct type, with the data extracted and filled in.
You approve it. That's the workflow. No manual entry, no categorization, no guessing what kind of transaction it is. Maya handles that.
The four transaction types
Maya doesn't just read receipts. It understands what kind of transaction each document represents and creates the correct draft in QuickBooks. Here's the full list:
You paid for something. Done deal. Receipt with payment proof.
You owe money. Invoice or statement with terms, no payment yet.
A refund to your card. Return receipt with negative total.
A credit from a supplier. Credit memo with negative balance.
Home Depot receipt → Expense draft
Your foreman buys conduit and connectors at the supply desk. Pays with the company card. Snaps the receipt and texts it.
Supplier invoice → Bill draft
Your lumber yard emails a monthly statement. You owe for materials delivered last week. You text a photo of the invoice.
Store return receipt → Credit card credit draft
You bought the wrong size conduit. Return it to Home Depot. The refund hits your card. You text the return receipt.
Vendor credit memo → Vendor credit draft
Ridgeline Lumber issues a credit for the 4 broken decking boards you found in the last delivery. They send a credit memo. You text it.
Maya doesn't just read the text. It knows that a return receipt with a negative total and card refund metadata is a credit card credit — not an expense. It knows that a credit memo with business fields and a credit balance is a vendor credit. That's the difference between a receipt scanner and a transaction classifier.
Gas station receipt with project code → Expense with class
Your crew fuels up the truck for the Riverside job. The receipt has "RSD" written on it — the project code. They text both.
Lunch receipt → Expense draft
Client lunch. You pay, grab the receipt, text it. Maya handles restaurants the same way — vendor, total, tip, card.
What Maya figured out on its own
Look at those six examples again. In each case, Maya had to make a determination that a basic receipt scanner can't make:
- Example 1 (expense): The receipt shows a card approval and a zero balance. Maya confirms payment was settled. It's an expense, not a bill.
- Example 2 (bill): The invoice has terms, a due date, and an amount due — but no payment proof. Maya knows this is money owed, not money spent. It creates a bill, not an expense.
- Example 3 (credit card credit): The return receipt has a negative total, refund language, and card refund metadata. Maya recognizes this as a card refund, not a negative expense.
- Example 4 (vendor credit): The credit memo has business fields, a credit balance ending in "CR," and a reference to a prior invoice. Maya classifies it as a vendor credit — the most specific match.
- Example 5 (expense + class): Maya reads the handwritten project code "RSD" and maps it to a QuickBooks class, so the expense lands on the right job.
- Example 6 (expense): A restaurant receipt with a tip line. Maya splits subtotal and tip, includes both in the total, and creates a single expense draft.
A receipt scanner gives you data. Maya gives you a transaction — the right type, in the right field, ready to approve.
What happens when Maya isn't sure
Sometimes a receipt is genuinely ambiguous. A partially handwritten sales order. A faded thermal print. A document that could be two things at once.
When that happens, Maya doesn't guess. It uploads the image to QuickBooks Attachments and texts you: "I couldn't classify this one. It's in your attachments — take a look."
No receipt is ever lost. No transaction is ever auto-posted with the wrong type. The worst case is a text asking you to handle it — and the image is already in QuickBooks, waiting.
The part that matters
Every example on this page ends the same way: a draft in QuickBooks, waiting for your approval. Not a spreadsheet. Not a CSV export. Not "data to sort through." A transaction — the right type, with the right fields, attached to the receipt image.
You approve it. You're done. That's the entire value proposition, made visible.
Want to see the technical side of how Maya reads and classifies receipts? Read how Maya works — the four-step pipeline, the proof predicates, and the accuracy stats.