Everyone snaps, your AI books it — receipts from any phone

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The receipts are already on your team’s phones. This playbook gives everyone a free login that does one thing — send in a photo — and puts your own AI to work on the pile. Six steps. Your AI reads and files drafts; you approve. Nothing posts until you do.

The short version

A capture login is free and uses no seat. Give one to anyone who ends up holding paper.
Everything they send lands in the Shoebox. Uploading costs nothing — no AI credit is drawn.
Your own AI works the Shoebox through the connector: it reads each item and files a draft, on your own AI subscription. No Taokeh AI credit for that route.
Taokeh reads your live books freely and files drafts. It can never post, edit or delete — a human approves every entry before it hits the ledger.
Steps 1–3 are wiring, done once. Step 4 is one block you paste. Step 5 is your tap in the approvals deck.

What are you setting up?

Three things you already have, wired together once. Nobody installs anything of ours.

Free capture logins for your team — one screen, one button, no amounts visible to them.
The Shoebox — where every photo and PDF they send lands, waiting for someone to book it.
Your own AI assistant on the Ask Taokeh connector — RM29/mo, included in the 14-day trial.
Your approvals deck — the one screen where a person still says yes.

How do you give someone a capture login? (step 1)

It is free and it holds no seat, so the storeman, the driver and your sister-in-law who keeps the petrol receipts can all have one.

1. In Taokeh, open Control Panel → Users, invite the person, and pick the role Capture.
That login opens one screen and nothing else. No books, no reports, no totals — they never see an amount.
Admins and bookkeepers do not need one: the Shoebox has its own Snap a photo button.

How do they send a receipt in? (step 2)

They open the link on their phone and tap. Picking the photo sends it — there is no second button to forget.

2. Have them open Taokeh on their phone, sign in, and add the page to their Home Screen from the browser’s share menu. It then opens like an app.
The screen has one big Take a photo button, and under it …or upload a file (photo or PDF) for the supplier invoices that arrive as PDFs.
JPG, PNG, WebP or PDF, up to 15 MB each. Petrol chit, toll receipt, a photographed invoice — all the same tap.

What does the pile cost you?

Sending things in is free. There are three ways out of the Shoebox, and they are priced differently on purpose.

Book it — Taokeh’s own AI reads the document. That draws one AI credit, exactly like any scan, and you review it on the same screen.
Your own AI — the route this playbook takes. Your assistant reads it on your subscription, so no Taokeh AI credit is drawn at all.
Ask Taokeh — say *book my shoebox* in the command bar and Taokeh reads the pile in one go, one AI credit per document, after showing you the bill and waiting for your tap. This is the route for owners with no AI of their own.
Whichever route, a human approves before anything reaches the ledger.

How do you point your AI at the Shoebox? (steps 3–4)

Step 3 is the spine from the setup playbook: the add-on on, https://taokeh.my/mcp added as a connector, your AI able to list its Taokeh tools. On ChatGPT, the clicked-through version is here.

Step 4 is the block below. Paste it into a new chat. This is the wording we ran ourselves.

3. Connect your AI once, if you have not already.
4. Paste the instruction block whenever the pile is worth working — end of the day, or Friday.
It hands your AI the item, not a copy of your file: Taokeh attaches its own stored original to the draft, so the picture never makes a round trip.
Read the report it gives you back. It should name who sent each item, what it read, and the link to each draft.

The instruction block — paste this into a new chat

Work my Taokeh Shoebox.

1. Call shoebox_items to list what my team has sent in.
2. For each item, call get_attachment with owner 'shoebox' and that item id, and read the photo or PDF yourself.
3. File the right draft, and always pass shoeboxItemId so Taokeh attaches its own copy of the original: create_expense_draft for something we consumed, create_bill_draft for stock we resell, create_invoice_draft for a sale.
4. Never guess a digit. If a figure is unclear, file the draft anyway with the amount flagged uncertain, and tell me which figure to check.
5. Report back for each item: who sent it, the vendor, the amount, and the link to the draft.

Do not post anything. Drafts only — I approve them in Taokeh.

How do you approve? (step 5)

Open your approvals deck. Each draft carries the original photo or PDF, so you are reading the paper, not trusting a summary.

5. Approve the ones that read right. The Shoebox item closes as Booked, with a link straight to the entry.
Reject one and the item goes back to waiting — nothing is lost and nothing was posted.
While a draft is waiting, that Shoebox row says *Draft from your AI waiting* with a link to it, instead of offering Book it. One document is never worked twice.

What if you have no AI of your own?

Then Taokeh’s own reader can work the pile from the command bar, and it always asks before it spends anything.

Type what’s in my shoebox in Ask Taokeh to see what is waiting. That answer is free.
Type book my shoebox and nothing is read yet. A card appears: *N waiting to be booked · This will use N AI credits — you have X left this cycle*, with Book N now and Not now, thanks, over the line *Nothing is read until you tap — no credit is spent yet.*
Tap it and Taokeh reads up to 8 documents a run, oldest first, one AI credit each. Say it again for the rest.
Each one becomes a Scan ready → review card that opens the same review screen as Book it. Approve there and the Shoebox item closes as Booked.
Anything your own AI already drafted is skipped, and asking twice never charges twice — an item Taokeh has read comes back as *already read → review*.
It holds the other way too: an item Taokeh has already read is refused on the connector, with a pointer to the review. The two routes never collide.

What if it reads something wrong? (step 6)

Say a petrol receipt from a corner station comes through and your AI reads RM95.00 as RM9.50.

6. Tell it. It revises the draft it already filed rather than filing a competing one, and the approval card shows you the revised figure with a note saying your AI changed it. If you would rather start over, reject the draft and the item returns to the Shoebox.

And if the same paper gets photographed twice — two people, one receipt — the second draft is refused and the first draft’s id comes back. One document, one draft.

What still needs you?

Approving or rejecting each draft, and picking the account when your AI says it was unsure. Everyone else only has to take the photo.

Frequently asked questions

Does a capture login cost me a seat?

No. It is free and holds no seat, so you can give one to everyone who ends up holding paper. You pay when AI reads a document, not per person.

Can the person snapping see our figures?

No. A capture login opens one screen: send in a photo, and the list of what they themselves sent. No books, no reports, no totals, no prices — and never anyone else’s photos.

Does using my own AI cost an AI credit?

No. Sending items in is free, and a draft filed by your own AI through the connector draws no Taokeh AI credit — it read the document on your subscription. The “Book it” button, where Taokeh’s own AI reads it, draws one credit.

I don’t have my own AI — can Taokeh read the pile for me?

Yes. In the Ask Taokeh command bar, ask what is in your shoebox — that is free — then say book my shoebox. Taokeh shows the credit cost first and reads nothing until you tap: up to 8 documents a run, oldest first, one AI credit each. You still approve every draft.

Does my AI receive copies of our receipts?

It reads each item you point it at, on your own AI subscription. When it files the draft it passes the item, not the picture — Taokeh attaches its own stored original. Taokeh’s server never calls a model on connector paths.

What happens to an item nobody books?

It waits in the Shoebox until someone works it — there is no expiry sweeping your evidence away. Discarding one keeps the file too: the paper stays as evidence even when no entry comes from it.

Updated September 2026

This playbook is general information for Malaysian SMEs, not tax, legal or accounting advice. Screens in third-party AI apps change — the steps here are as at August 2026; confirm against your app if a screen looks different.

The Ask Taokeh connector — what it reads, what it can file, what it can never do

Your own AI runs your back office; Taokeh keeps the books — and you approve every entry.

See the connector → Start your free trial