Travel & Expense Reimbursement Kit

When this helps

You want to settle an expense, but a receipt's necessity and double claims are easy to miss

What it does

Tell it what an employee spent and hand over receipts (photos, PDFs, emails), and it builds an Excel reimbursement sheet for travel, trips and expenses. Before it reaches accounting, it checks whether a receipt is required or a ledger entry suffices (trains/buses under ¥30,000, travel allowances, commuting allowance, the under-¥10,000 minor exception), required invoice details, duplicate claims on the same receipt, the company's travel rules, and double-paid commuting allowance. Finalized receipts are saved as "date_amount_payee" and logged in a ledger (the retention index-book format). It never decides if something is deductible or tax-exempt, only which rule applies and what needs confirming.

The fixes baked into this kit

1. Entering a pre-tax amount miscalculates the ¥30,000/¥10,000 thresholdsThe real expense system let amounts be entered either tax-inclusive or tax-exclusive. Entering pre-tax threw off the threshold checks, so amounts must now be tax-inclusive, and anything marked "pre-tax" is flagged to fix.
2. Saving a receipt as just a URL doesn't count as keeping itThe real system stored receipts as links. A link alone can go dead or become unviewable, so it doesn't satisfy retention rules. URL-only receipts are flagged to fix — the file itself must be saved and handed over.
3. An empty payee field slips through, but the ledger needs a nameThe payee field was optional, so it could be left blank. Ledger entries require the other party's name, so (aside from per diems and commuting) a blank payee is now flagged to fix.
4. Commuting allowance can get paid twice, once in payroll and once in expensesCommuting costs were already paid monthly through payroll, so reimbursing them again as an expense double-pays. The commuting category now always flags whether it overlaps with the payroll commuting allowance.
5. Looking at train tickets one at a time can hide that the total is over ¥30,000In the Tax Agency's own example, four ¥13,000 shinkansen tickets look under ¥30,000 individually but are one ¥52,000 transaction. Judgment uses the whole transaction, and this is checked by a self-test.
6. Whether the minor exception applies can depend on how purchases were bundledIn the Tax Agency's example, buying ¥5,000 and ¥7,000 items separately qualifies for the minor exception, but the same ¥12,000 bought together does not. Each line item is judged as its own transaction, checked by a self-test.

What's inside

• A tool that turns spoken expense details and receipts into an Excel reimbursement sheet
• A check for whether a receipt is required or a ledger entry suffices (minor exception, commuting allowance, travel expenses, etc.)
• A check that cross-references required invoice details and duplicate claims on the same receipt
• A check against the company's travel rules (per diem, lodging caps, etc.)
• A tool that saves finalized receipts as "date_amount_payee" and builds a ledger
• A fictional company sample you can try (a business trip, a duplicate claim, even a prompt-injection-style note in a receipt)
• A self-test that checks the rules against the National Tax Agency's own Q&A examples

The first three decisions

1. Company name (compared against the receipt's payee)
2. Whether the minor exception applies (yes / no / not sure)
3. Travel rules (per diem, lodging caps, etc. — leave blank if none)

What you need

• No extra costClaude Code or CodexThis is the AI that reads receipts and writes the reimbursement entries. Both CLAUDE.md and AGENTS.md are included.
• No extra costNode.js 18 or newerNeeded to run the tools. Nothing else needs installing.
• No extra costExcel, Numbers, etc.Needed to open the reimbursement sheet and ledger.

How to use

Just paste this into your AI.

I want to use the nice to have kit "Travel & Expense Reimbursement Kit". Follow https://nicetohave.app/en/g/D3E8VV8B-•••••••••• and set it up.

Works the same in Claude Code or Codex.
Read what this tells your AI to do, before you paste it

FAQ

Does the kit decide whether the minor exception applies?

No. You set the company's answer in advance (yes / no / not sure). If it's "not sure," transactions under ¥10,000 are simply flagged as "check whether the minor exception applies" — it won't state it as fact.

Does a round-trip train receipt get blocked as a duplicate claim?

No. Round trips by train, bus, or expressway are only flagged for confirmation, never blocked. Duplicate claims involving goods with a receipt are blocked.

Can it turn a scanned paper receipt into the original record?

No, scanner-based storage isn't supported. For paper receipts, keep the physical original.

Does it verify that a registration number is actually registered?

No. It only checks the number's format (digit count, check digit) and tells you to confirm it on the National Tax Agency's public site. It never contacts the Tax Agency itself.

Does the kit decide the company's travel allowance amounts, such as per diem or lodging caps?

No. It uses whatever amount the company sets. If there's no travel rule, leave it blank and that check is simply skipped.

Supporters

Once support opens, the people who backed this kit will be listed here.