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Some tools still leave the VAT line for manual entry, where reclaim errors can start.",[300],{"type":165,"attrs":301},{"color":167},{"type":235,"content":303},[304],{"type":96,"attrs":305,"content":307},{"textAlign":25,"key":306},"p-5",[308,314],{"text":309,"type":102,"marks":310},"Pricing models differ.",[311,313],{"type":165,"attrs":312},{"color":167},{"type":247},{"text":315,"type":102,"marks":316}," Per-user, per-scan, per-account, and flat-rate models scale very differently across a growing headcount.",[317],{"type":165,"attrs":318},{"color":167},{"type":96,"attrs":320,"content":322},{"textAlign":25,"key":321},"p-6",[323],{"text":324,"type":102,"marks":325},"A dedicated scanner does one job well. 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The tool is an HMRC-recognised MTD for Income Tax provider through ",[586],{"type":165,"attrs":587},{"color":167},{"text":589,"type":102,"marks":590},"Dext Solo",[591,594,596],{"type":172,"attrs":592},{"href":593,"uuid":25,"anchor":25,"target":276,"linktype":81},"https://www.icaew.com/technical/tax/making-tax-digital/mtd-for-income-tax-software-providers",{"type":165,"attrs":595},{"color":185},{"type":187},{"text":281,"type":102,"marks":598},[599],{"type":165,"attrs":600},{"color":167},{"type":96,"attrs":602,"content":603},{"textAlign":25,"key":289},[604,609],{"text":550,"type":102,"marks":605},[606,608],{"type":165,"attrs":607},{"color":167},{"type":247},{"text":610,"type":102,"marks":611}," accounting practices and multi-entity firms that want high-quality capture feeding an existing Xero, QuickBooks, or Sage stack.",[612],{"type":165,"attrs":613},{"color":167},{"type":222,"attrs":615,"content":616},{"level":492,"textAlign":25},[617],{"text":618,"type":102,"marks":619},"3. Pleo",[620],{"type":165,"attrs":621},{"color":167},{"type":96,"attrs":623,"content":624},{"textAlign":25,"key":306},[625,630,645],{"text":626,"type":102,"marks":627},"VAT handling is a core part of Pleo's card-led workflow. Pleo auto-detects VAT rates on receipts and applies them automatically. The Copenhagen-based platform pairs physical and virtual company cards with automated receipt capture, ",[628],{"type":165,"attrs":629},{"color":167},{"text":631,"type":102,"marks":632},"automated expense categorisation",[633,642,644],{"type":172,"attrs":634},{"href":635,"uuid":636,"anchor":25,"target":176,"linktype":177,"story":637},"/blog/automated-expense-categorization","8dc5f3f2-9451-46c1-bb45-4aeac3d932ea",{"name":638,"id":639,"uuid":636,"slug":640,"url":641,"full_slug":641,"_stopResolving":41},"Autocat: automated expense categorization with Spendesk",208782316,"automated-expense-categorization","blog/automated-expense-categorization",{"type":165,"attrs":643},{"color":185},{"type":187},{"text":646,"type":102,"marks":647},", and reimbursement workflows. Pleo contractually documents multi-entity support and integrates with Xero, QuickBooks, NetSuite, DATEV, and Sage Intacct. Pleo holds a 4.7 out of 5 rating on G2 from roughly 1,420 reviews (retrieved June 2026).",[648],{"type":165,"attrs":649},{"color":167},{"type":96,"attrs":651,"content":652},{"textAlign":25,"key":321},[653,658],{"text":550,"type":102,"marks":654},[655,657],{"type":165,"attrs":656},{"color":167},{"type":247},{"text":659,"type":102,"marks":660}," European small teams wanting card-led spend management with strong DATEV and multi-currency support. Growing teams can find their per-user pricing becomes prohibitive at a certain point.",[661],{"type":165,"attrs":662},{"color":167},{"type":222,"attrs":664,"content":665},{"level":492,"textAlign":25},[666],{"text":667,"type":102,"marks":668},"4. Soldo",[669],{"type":165,"attrs":670},{"color":167},{"type":96,"attrs":672,"content":673},{"textAlign":25,"key":338},[674],{"text":675,"type":102,"marks":676},"Soldo is a UK-based spend management platform that combines prepaid company cards with receipt capture. Reimbursements are a differentiator for UK teams that need card control and bank transfers in one place, and Soldo's \"Pay Someone\" feature supports SEPA and Faster Payments transfers for reimbursements and invoice payments. Soldo separates basic capture from higher-tier OCR receipt automation, and integrates with SAP Concur, Xero, Sage, QuickBooks, DATEV, and Exact Online.",[677],{"type":165,"attrs":678},{"color":167},{"type":96,"attrs":680,"content":681},{"textAlign":25,"key":347},[682,687],{"text":550,"type":102,"marks":683},[684,686],{"type":165,"attrs":685},{"color":167},{"type":247},{"text":688,"type":102,"marks":689}," UK finance teams that need SEPA and Faster Payments reimbursements alongside straightforward prepaid-card spend control.",[690],{"type":165,"attrs":691},{"color":167},{"type":222,"attrs":693,"content":694},{"level":492,"textAlign":25},[695],{"text":696,"type":102,"marks":697},"5. Expensify",[698],{"type":165,"attrs":699},{"color":167},{"type":96,"attrs":701,"content":702},{"textAlign":25,"key":356},[703],{"text":704,"type":102,"marks":705},"Expensify's SmartScan OCR is built around fast mobile receipt capture. Receipts can be photographed in-app, forwarded by email, or texted in. The global expense claims platform integrates with NetSuite, QuickBooks Online, Xero, Sage Intacct, and other apps, and uses member-based GBP pricing. Expensify holds a 4.5 out of 5 rating on G2 from more than 5,600 reviews (retrieved June 2026).",[706],{"type":165,"attrs":707},{"color":167},{"type":96,"attrs":709,"content":710},{"textAlign":25,"key":389},[711,716],{"text":550,"type":102,"marks":712},[713,715],{"type":165,"attrs":714},{"color":167},{"type":247},{"text":717,"type":102,"marks":718}," globally distributed teams that prioritise a fast mobile scanning experience and broad integration coverage.",[719],{"type":165,"attrs":720},{"color":167},{"type":222,"attrs":722,"content":723},{"level":492,"textAlign":25},[724],{"text":725,"type":102,"marks":726},"6. Zoho Expense",[727],{"type":165,"attrs":728},{"color":167},{"type":96,"attrs":730,"content":731},{"textAlign":25,"key":406},[732],{"text":733,"type":102,"marks":734},"Zoho Expense is a full expense claims platform with receipt OCR, multi-currency capture, and UK compliance coverage. Its entry-level cost is low, with a free tier and per-user paid plans. The platform uses receipt OCR to capture merchant, date, and totals across multiple currencies. It's HMRC-authorised for both MTD for VAT and MTD for Income Tax through Zoho Books, with a dedicated UK Compliance Centre. G2 reviewers praise an interface that needs almost zero training, though it delivers the most value within the wider Zoho suite.",[735],{"type":165,"attrs":736},{"color":167},{"type":96,"attrs":738,"content":739},{"textAlign":25,"key":418},[740,745],{"text":550,"type":102,"marks":741},[742,744],{"type":165,"attrs":743},{"color":167},{"type":247},{"text":746,"type":102,"marks":747}," SMB and lower-mid-market teams already invested in Zoho, or wanting a strong free tier with genuine UK MTD coverage.",[748],{"type":165,"attrs":749},{"color":167},{"type":222,"attrs":751,"content":752},{"level":492,"textAlign":25},[753],{"text":754,"type":102,"marks":755},"7. SAP Concur",[756],{"type":165,"attrs":757},{"color":167},{"type":96,"attrs":759,"content":760},{"textAlign":25,"key":435},[761],{"text":762,"type":102,"marks":763},"SAP Concur is an enterprise travel and expense claims platform for large organisations with complex travel programmes. It uses ExpenseIt to digitise paper receipts and e-invoices, while SAP supports MTD for VAT through the SAP Advanced Compliance Reporting Service. Complex travel programmes are SAP Concur's natural territory. SAP Concur holds a 4.3 out of 5 rating on Capterra from about 2,250 reviews (retrieved June 2026); TrustRadius mid-market reviewers describe it as growing with organisations, though Capterra reviewers also flag customer service as a recurring concern. Pricing is bespoke for UK and EU deployments.",[764],{"type":165,"attrs":765},{"color":167},{"type":96,"attrs":767,"content":768},{"textAlign":25,"key":452},[769,774],{"text":550,"type":102,"marks":770},[771,773],{"type":165,"attrs":772},{"color":167},{"type":247},{"text":775,"type":102,"marks":776}," large UK-based and global organisations with complex travel programmes and an existing SAP estate.",[777],{"type":165,"attrs":778},{"color":167},{"type":222,"attrs":780,"content":781},{"level":492,"textAlign":25},[782],{"text":783,"type":102,"marks":784},"8. Rydoo",[785],{"type":165,"attrs":786},{"color":167},{"type":96,"attrs":788,"content":789},{"textAlign":25,"key":467},[790],{"text":791,"type":102,"marks":792},"Rydoo is a Belgium-based expense claims platform for teams managing cross-border expense policies. It includes company cards, offers automated VAT recovery through a VAT IT partnership, and uses per-user GBP pricing. Rydoo fits policies where tax, per diem, and mileage handling matter. DATEV integration covers three DATEV products, with receipt images synced to Belege and Unternehmen Online. Rydoo holds a 4.4 out of 5 rating on Capterra from about 197 reviews (retrieved June 2026).",[793],{"type":165,"attrs":794},{"color":167},{"type":96,"attrs":796,"content":798},{"textAlign":25,"key":797},"p-16",[799,804],{"text":550,"type":102,"marks":800},[801,803],{"type":165,"attrs":802},{"color":167},{"type":247},{"text":805,"type":102,"marks":806}," European and cross-border teams that need broad multi-country tax and per diem coverage with strong DATEV support.",[807],{"type":165,"attrs":808},{"color":167},{"type":222,"attrs":810,"content":811},{"level":492,"textAlign":25},[812],{"text":813,"type":102,"marks":814},"9. Xero with Hubdoc",[815],{"type":165,"attrs":816},{"color":167},{"type":96,"attrs":818,"content":820},{"textAlign":25,"key":819},"p-17",[821],{"text":822,"type":102,"marks":823},"Xero with Hubdoc works best when the accounting system is already Xero and the receipt workflow is relatively simple. Xero is a UK MTD-compliant cloud accounting platform whose expense tooling combines Xero Expenses with Hubdoc, the document capture tool bundled with Xero subscriptions. Hubdoc extracts vendor names, invoice numbers, and amounts. UK pricing is plan based, with expense claims available on higher plans.",[824],{"type":165,"attrs":825},{"color":167},{"type":96,"attrs":827,"content":829},{"textAlign":25,"key":828},"p-18",[830,835],{"text":550,"type":102,"marks":831},[832,834],{"type":165,"attrs":833},{"color":167},{"type":247},{"text":836,"type":102,"marks":837}," smaller businesses already running their books in Xero that want receipt capture inside the same platform.",[838],{"type":165,"attrs":839},{"color":167},{"type":222,"attrs":841,"content":842},{"level":492,"textAlign":25},[843],{"text":844,"type":102,"marks":845},"10. QuickBooks Online",[846],{"type":165,"attrs":847},{"color":167},{"type":96,"attrs":849,"content":851},{"textAlign":25,"key":850},"p-19",[852,857,872,877,886],{"text":853,"type":102,"marks":854},"QuickBooks Online keeps receipt capture inside the accounting system instead of adding a separate capture tool. It is a UK MTD-compliant cloud accounting platform with receipt capture, mileage tracking, ",[855],{"type":165,"attrs":856},{"color":167},{"text":858,"type":102,"marks":859},"VAT categorisation",[860,869,871],{"type":172,"attrs":861},{"href":862,"uuid":863,"anchor":25,"target":176,"linktype":177,"story":864},"/blog/vat-receipt","416f5f0b-5745-450a-be24-6cbe46a9d131",{"name":865,"id":866,"uuid":863,"slug":867,"url":868,"full_slug":868,"_stopResolving":41},"VAT receipts: What they must include and how to stay compliant",164344840303506,"vat-receipt","blog/vat-receipt",{"type":165,"attrs":870},{"color":185},{"type":187},{"text":873,"type":102,"marks":874},", and MTD connectivity built in. It appears on ",[875],{"type":165,"attrs":876},{"color":167},{"text":878,"type":102,"marks":879},"HMRC's list",[880,883,885],{"type":172,"attrs":881},{"href":882,"uuid":25,"anchor":25,"target":276,"linktype":81},"https://www.gov.uk/guidance/find-software-thats-compatible-with-making-tax-digital-for-vat",{"type":165,"attrs":884},{"color":185},{"type":187},{"text":887,"type":102,"marks":888}," of recognised software. Automated receipt data extraction sits on higher-tier plans, and the platform suits teams whose approval needs are relatively simple.",[889],{"type":165,"attrs":890},{"color":167},{"type":96,"attrs":892,"content":894},{"textAlign":25,"key":893},"p-20",[895,900],{"text":550,"type":102,"marks":896},[897,899],{"type":165,"attrs":898},{"color":167},{"type":247},{"text":901,"type":102,"marks":902}," small and lower-mid-market businesses that want MTD-ready receipt capture inside the accounting system they already run.",[903],{"type":165,"attrs":904},{"color":167},{"type":96,"attrs":906,"content":908},{"textAlign":25,"key":907},"p-21",[909],{"text":910,"type":102,"marks":911},"Standalone scanners such as Dext are strongest at capture and accounting export. Xero and QuickBooks keep capture close to the ledger, which suits teams with relatively simple approval needs. Card-led spend management platforms sit where most mid-market evaluations land because receipt capture is tied to card transactions and approval routing.",[912],{"type":165,"attrs":913},{"color":167},{"type":561,"attrs":915},{"id":563,"body":916},[917],{"_uid":918,"asset":919,"caption":72,"component":571},"i-151f198a-152f-422b-bc8b-c3e292c82ecb",{"id":920,"alt":72,"name":72,"focus":72,"title":72,"source":72,"filename":921,"copyright":72,"fieldtype":77,"meta_data":922,"is_external_url":28},176778380503615,"https://a.storyblok.com/f/146026/7360x3481/6b1eb23d46/e-rechnungspflicht-finanzteams-im-wandel.jpeg",{},{"type":222,"attrs":924,"content":925},{"level":224,"textAlign":25},[926],{"text":927,"type":102,"marks":928},"Why finance teams shortlist Spendesk",[929],{"type":165,"attrs":930},{"color":167},{"type":96,"attrs":932,"content":934},{"textAlign":25,"key":933},"p-22",[935],{"text":936,"type":102,"marks":937},"For a mid-market finance team, capturing the receipt solves data entry. But this still leaves open who the question of who held the card, whether the spend was approved, and whether the VAT lands correctly in the close. The stronger test is whether one platform can handle capture, card control, approval routing, and VAT-ready reporting without stitching together three tools.",[938],{"type":165,"attrs":939},{"color":167},{"type":96,"attrs":941,"content":943},{"textAlign":25,"key":942},"p-23",[944,949,963],{"text":945,"type":102,"marks":946},"The \"Play by the Rules\" feature can block an employee with outstanding receipts from requesting new funds until those receipts are submitted. According to Spendesk, the platform can support up to 98% receipt collection within two days. ",[947],{"type":165,"attrs":948},{"color":167},{"text":950,"type":102,"marks":951},"GWI",[952,960,962],{"type":172,"attrs":953},{"href":954,"uuid":955,"anchor":25,"target":176,"linktype":177,"story":956},"/customers/gwi","e5dfb262-031a-44da-b0c4-9c5c28cc104c",{"name":950,"id":957,"uuid":955,"slug":958,"url":959,"full_slug":959,"_stopResolving":41},101778773888687,"gwi","customers/gwi",{"type":165,"attrs":961},{"color":185},{"type":187},{"text":964,"type":102,"marks":965}," achieved 95% receipt compliance and connects the receipt capture step to the accountability finance teams need before month-end close.",[966],{"type":165,"attrs":967},{"color":167},{"type":96,"attrs":969,"content":971},{"textAlign":25,"key":970},"p-24",[972,977,992],{"text":973,"type":102,"marks":974},"The platform's OCR pulls VAT alongside merchant, date, and amount, and pre-fills the fields so the team reviews them instead of keying them in again. Its accounting integrations include Xero, QuickBooks, NetSuite, Sage 100, DATEV, and Exact Online, so receipt data can move into the accounting workflow with less manual rekeying. ",[975],{"type":165,"attrs":976},{"color":167},{"text":978,"type":102,"marks":979},"Codat’s",[980,989,991],{"type":172,"attrs":981},{"href":982,"uuid":983,"anchor":25,"target":176,"linktype":177,"story":984},"/customers/codat","8ff59c7e-cbcd-4f79-92cc-19f00688df5e",{"name":985,"id":986,"uuid":983,"slug":987,"url":988,"full_slug":988,"_stopResolving":41},"Codat",183427983819661,"codat","customers/codat",{"type":165,"attrs":990},{"color":185},{"type":187},{"text":993,"type":102,"marks":994}," month-end processes were cut down from a full day to 30 minutes once spend data flowed into one place.",[995],{"type":165,"attrs":996},{"color":167},{"type":96,"attrs":998,"content":1000},{"textAlign":25,"key":999},"p-25",[1001,1006,1020],{"text":1002,"type":102,"marks":1003},"For European finance teams, the platform adds compliance depth around e-invoicing and multi-entity operations. It is e-invoicing ready and supports multi-entity configuration with entity-level budgets and cross-entity cards. For example,  ",[1004],{"type":165,"attrs":1005},{"color":167},{"text":1007,"type":102,"marks":1008},"Pierre Frey",[1009,1017,1019],{"type":172,"attrs":1010},{"href":1011,"uuid":1012,"anchor":25,"target":176,"linktype":177,"story":1013},"/customers/pierre-frey","bf1013ed-c14b-4915-ac8f-94579d671b8a",{"name":1007,"id":1014,"uuid":1012,"slug":1015,"url":1016,"full_slug":1016,"_stopResolving":41},116909678876143,"pierre-frey","customers/pierre-frey",{"type":165,"attrs":1018},{"color":185},{"type":187},{"text":1021,"type":102,"marks":1022}," manages five international entities on the platform without using any paper expense claims.",[1023],{"type":165,"attrs":1024},{"color":167},{"type":96,"attrs":1026,"content":1028},{"textAlign":25,"key":1027},"p-26",[1029],{"text":1030,"type":102,"marks":1031},"Spendesk also covers procure-to-pay workflows within its spend management scope, but it isn't a dedicated sourcing or procurement suite which usually fits well with mid-market team needs. However, teams whose primary focus is procurement-led sourcing should weigh that dimension separately.",[1032],{"type":165,"attrs":1033},{"color":167},{"type":96,"attrs":1035,"content":1037},{"textAlign":25,"key":1036},"p-27",[1038],{"text":1039,"type":102,"marks":1040},"The Foundations plan includes unlimited users and cards with no per-user or per-card fees, plus modular paid add-ons that teams enable as they grow. Multi-entity management is available without extra fees for up to three entitites and as a paid add-on afterwards. With no per-seat charges, cost stays flat as headcount grows and teams avoid shared logins, which can create accountability gaps and audit risks.",[1041],{"type":165,"attrs":1042},{"color":167},{"type":222,"attrs":1044,"content":1045},{"level":224,"textAlign":25},[1046],{"text":1047,"type":102,"marks":1048},"Where the shortlist is won: Integration, structure, and cost at scale",[1049],{"type":165,"attrs":1050},{"color":167},{"type":96,"attrs":1052,"content":1054},{"textAlign":25,"key":1053},"p-28",[1055,1060,1075],{"text":1056,"type":102,"marks":1057},"Finance teams that have chased receipts across email threads and WhatsApp groups the week before close know the tool matters less than the workflow fit. The right receipt scanning app can support ",[1058],{"type":165,"attrs":1059},{"color":167},{"text":1061,"type":102,"marks":1062},"expense automation",[1063,1072,1074],{"type":172,"attrs":1064},{"href":1065,"uuid":1066,"anchor":25,"target":176,"linktype":177,"story":1067},"/blog/expense-automation","079ff6df-3317-4964-a599-6cecb4f58707",{"name":1068,"id":1069,"uuid":1066,"slug":1070,"url":1071,"full_slug":1071,"_stopResolving":41},"Expense automation: How to automate expense reports and approvals",208735305,"expense-automation","blog/expense-automation",{"type":165,"attrs":1073},{"color":185},{"type":187},{"text":1076,"type":102,"marks":1077}," only if it connects cleanly to the accounting system and fits the entity structure. Pricing then decides whether company-wide adoption remains realistic as headcount grows.",[1078],{"type":165,"attrs":1079},{"color":167},{"type":222,"attrs":1081,"content":1082},{"level":492,"textAlign":25},[1083],{"text":1084,"type":102,"marks":1085},"How deep does the accounting integration need to run?",[1086],{"type":165,"attrs":1087},{"color":167},{"type":96,"attrs":1089,"content":1091},{"textAlign":25,"key":1090},"p-29",[1092],{"text":1093,"type":102,"marks":1094},"If the tool pushes data into Xero, QuickBooks, Sage, NetSuite, or DATEV via a real-time connection, finance avoids manual re-entry and preserves the digital chain. CSV exports can still work operationally, but they add handoffs that make VAT review slower and audit trails harder to follow. For DATEV-based German operations or NetSuite-based groups especially, finance teams should confirm the integration is a genuine native connection, since a generic sync tends to drop detail in transit.",[1095],{"type":165,"attrs":1096},{"color":167},{"type":222,"attrs":1098,"content":1099},{"level":492,"textAlign":25},[1100],{"text":1101,"type":102,"marks":1102},"Does the structure need multi-entity support today?",[1103],{"type":165,"attrs":1104},{"color":167},{"type":96,"attrs":1106,"content":1108},{"textAlign":25,"key":1107},"p-30",[1109,1114,1123],{"text":1110,"type":102,"marks":1111},"A single-entity company can ignore this entirely. A group running two or more entities needs approval workflows and dimension mapping configurable per entity, while finance keeps centralised visibility. Some platforms carry ",[1112],{"type":165,"attrs":1113},{"color":167},{"text":1115,"type":102,"marks":1116},"multi-entity accounting",[1117,1120,1122],{"type":172,"attrs":1118},{"href":1119,"uuid":25,"anchor":25,"target":176,"linktype":81},"https://www.spendesk.com/glossary/multi-entity-accounting",{"type":165,"attrs":1121},{"color":185},{"type":187},{"text":1124,"type":102,"marks":1125}," support, while standalone scanners and ledger-native tools should be checked case by case.",[1126],{"type":165,"attrs":1127},{"color":167},{"type":222,"attrs":1129,"content":1130},{"level":492,"textAlign":25},[1131],{"text":1132,"type":102,"marks":1133},"Which pricing model scales with how the team will grow?",[1134],{"type":165,"attrs":1135},{"color":167},{"type":96,"attrs":1137,"content":1139},{"textAlign":25,"key":1138},"p-31",[1140],{"text":1141,"type":102,"marks":1142},"Picture the rollout that worked at 20 people and quietly broke at 200: the per-user invoice climbed faster than adoption, so a few teams started sharing one login to dodge the cost, and the audit trail lost track of who spent what. A per-user model is predictable early and expensive at scale; a per-account model can flip the other way. For a company-wide rollout, a model without per-seat fees keeps cost flat as adoption grows and removes the incentive to share logins, which is where accountability gaps and audit risk start.",[1143],{"type":165,"attrs":1144},{"color":167},{"type":96,"attrs":1146,"content":1148},{"textAlign":25,"key":1147},"p-32",[1149,1154,1169],{"text":1150,"type":102,"marks":1151},"The receipt that goes missing before month-end points to a wider capture problem: evidence is only useful if it reaches VAT extraction, approval routing, card controls, and accounting sync before the close starts. To see how receipt capture works inside a full spend management platform, ",[1152],{"type":165,"attrs":1153},{"color":167},{"text":1155,"type":102,"marks":1156},"book a Spendesk demo",[1157,1166,1168],{"type":172,"attrs":1158},{"href":1159,"uuid":1160,"anchor":25,"target":176,"linktype":177,"story":1161},"/schedule-a-demo","a3932004-8dfa-464a-968b-c97fccd1d5d7",{"name":1162,"id":1163,"uuid":1160,"slug":1164,"url":1165,"full_slug":1164,"_stopResolving":41},"Schedule a demo",126837539,"schedule-a-demo","{{if(options.lang)}}{{lang}}/{{/if}}{{folder.translated_slug}}/",{"type":165,"attrs":1167},{"color":185},{"type":187},{"text":1170,"type":102,"marks":1171},". 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