Keep the original evidence
Retain the receipt or supplier invoice and note how it reached you. A cropped screenshot may omit the date, supplier or currency. If something important is missing, request the complete document rather than filling the gap from memory. Keep a working note separate from the original record.
Explain the business context
Record what was bought, who used it and why it was needed. A short factual description is more useful than a broad category alone. An equipment purchase for a team member has different context from supplies bought for a customer project, even when both came from the same shop.
Review the amount once
Compare the total and currency with the payment evidence. Look for duplicates created by a forwarded email, a second scan or a separate payment notification. A supplier invoice and a receipt can describe the same purchase; do not assume that two documents mean two expenses.
Leave judgment visible
If the business purpose, category or tax treatment is uncertain, leave a review question for the responsible person. Your AI agent can help organize an explanation, but an explanation is not proof. Keep the source and the unresolved question together until someone makes the decision.