How to organize receipts for taxes and expense reports

Short answer: capture each receipt the day you get it, give it one of a few categories, check the monthly total once a month, and export a CSV at the end of each month or quarter. The goal is a file your accountant or finance team can read without asking you questions.

1. Capture receipts the same day

Thermal paper fades and receipts get lost in pockets. Scanning while the receipt is still in your hand takes a few seconds, and a photo stays readable long after the paper has faded. Lay it flat in good light and fill the frame.

2. Use a few categories, not dozens

Start with the groups you actually report: for example meals, travel, supplies, software and phone. Too many categories slow down every scan and end up used inconsistently. Add a short note such as the client or project name when it matters.

3. Check the date, store and total

These three fields are what an expense report needs. Make sure the total is the amount you paid, not the subtotal or the tax line, and that the currency is right for receipts from trips abroad.

4. Review the monthly total

Once a month, compare the category totals with your card statement. Missing receipts are easy to find while the month is fresh and hard to find in April.

5. Export a CSV and a PDF

• CSV opens in Excel or Google Sheets. Columns for date, store, category, amount, currency and note are enough to sort, filter and total.
• PDF is better for sending an expense claim to someone who just needs to read it.
• Save the export in the same folder each period, named like receipts-2026-09.csv.

Keep the originals where required

Rules on whether a photo replaces the paper receipt, and how long to keep records, differ by country and by employer. Check with your tax office, accountant or finance team, and keep originals when in doubt. This guide is general information, not tax advice.

Slipkeep

Slipkeep fits this routine: scan with the camera or import from the gallery, pick a category, and the home screen shows this month's total. The monthly report splits spending by category, and you can export a CSV or share a PDF expense report in two taps. Receipts stay on your phone with no account.

Coming soon to Google Play · About Slipkeep