Now that it is allowed to keep accounting completely paperless, most people prefer to store receipts digitally. The solution is receipt scanning, or taking pictures of the receipts and uploading them to an accounting system.
It is important that each scanned receipt can be linked to a specific transaction in the accounting, and the easiest way to do this is to upload it directly to the accounting software instead of keeping track of things manually.
The receipt must be readable
When you scan receipts to your accounting you must make sure that the image of the receipt is clear and that it is readable. By readable, we mean the following:
- The receipt must be in a common file format, such as JPG, PNG, or PDF.
- The photo or scan must be done in a way that the text is easy to read.
- Make sure you include the whole receipt in the scan.
If it is not obvious why the receipt is related to the business, an explanation must be provided and the receipt must be signed before uploading it. For example if you have had a lunch meeting, you should write this on the receipt so it is clear that it was work related.