Approval and billing are different records
The example contains A$127 of expenses entered as approved for C-A. A$85 has a matching claim, leaving E-02’s A$42 to investigate. C-B’s A$30 has no entered approval and is excluded from the approved target. A receipt alone does not establish permission to charge a client.
Use exact references and allocated amounts
Keep a stable expense reference in your own records and carry it into the claim table. Enter only the amount allocated to that expense, not the full invoice subtotal. Multiple claims for one expense are flagged for review because split billing can be legitimate. Duplicate claim row IDs and unmatched customer/expense pairs stop the check.
Confirm the basis before adding a line
Review the client agreement, approval, original evidence, previous invoices and any markup. Keep both tables on the same currency and tax basis. This helper does not decide GST treatment, scan receipt images or create reimbursable-expense entitlement. Once a genuinely omitted approved charge is confirmed, describe it clearly in the original invoice tool and review the final preview.
Keep a review record
Run the check again whenever an input changes. Invalid or incomplete input clears the previous live result and disables download, so an old answer is not presented as current. Downloads contain the check table only; they are not a tax invoice, payment receipt or successful invoice export. They do not update drafts, history, login or payment status.
business.gov.au: accurate invoice descriptions and amounts · Reference for the underlying recordkeeping or calculation concept; not an endorsement of this helper.