Attach Receipts to Expenses
Keep receipts and supporting files with expense records.
Receipts help support expense review, reimbursement, and accounting. Attach the receipt to the expense so the proof stays with the record.
Attach receipts as soon as the expense is created. This keeps reviewers from approving an amount without proof and makes year-end export or accounting review less manual.
Use receipts as evidence, not just storage. The file should explain the amount, date, vendor, and payment context.
If a receipt is missing, keep the expense in review until the employee or owner adds proof or explains why proof is unavailable.
Add a Receipt
- Open Finance > Expenses.
- Open the expense.
- Find the attachments or receipt area.
- Upload the receipt file.
- Confirm the file appears on the expense.
Open the uploaded receipt before approving the expense. A successful upload only confirms the file exists; it does not confirm that the file matches the expense.
Good Receipt Files
Use clear files that show the vendor, date, amount, and payment details. PDF, image, or scanned receipt files are usually easiest to review.
Name files clearly, such as 2026-05-18-hosting-receipt.pdf or
client-lunch-receipt.jpg. Avoid uploading screenshots that hide the total,
tax, payment method, or vendor.
Replace or Add More Files
Add more files when a single receipt does not explain the expense. For example, attach a vendor invoice and a payment confirmation when both are useful.
If the wrong receipt was uploaded, remove or replace it before the expense is approved or exported. Keep supporting files only when they explain the expense.
If an expense is billable to a client, make sure the receipt and notes are clean enough for client review before the expense is passed into billing or reporting.
Remove unrelated personal details from client-facing notes. Keep the original receipt available for accounting, but make sure the customer-facing explanation is clear and professional.
Receipt Review Workflow
Open the file after upload and compare it with the expense. Confirm the amount, currency, vendor, date, category, and billable status before approving or exporting.
For reimbursable expenses, also confirm the employee, project, and payment method. For tax-sensitive expenses, confirm the tax amount and category before month-end export.
Review Checklist
Before approving or exporting expenses, confirm:
- Receipt total matches the expense amount.
- Vendor and date match the expense fields.
- Tax and category are correct.
- Personal or unrelated purchases are not included.
- Reimbursement notes explain anything unusual.
Troubleshooting
If a receipt preview fails, download the file and confirm it is not corrupted.
If the receipt does not match the expense, correct the expense or attach the right file before reimbursement or export.
If the receipt contains several purchases, add a note explaining which line items belong to the expense. Do not rely on reviewers to infer it later.
Missing Receipt Process
When a receipt is missing, record the reason and ask for replacement evidence such as a vendor invoice, card statement line, email confirmation, or manager approval. Follow your finance policy before approving reimbursement or billing a client for the expense.
Customer-Billable Receipts
For client-billable expenses, confirm the receipt is safe to share before attaching it to an invoice or customer record. Remove unrelated purchases, personal details, or internal approval notes from the customer-facing package.
Keep the original receipt available for internal audit when your process requires it.