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Receipt registration

Receipt registration and expenses

Every receipt you never registered is tax you paid for no reason. Drop the document in, fill in the handful of figures that matter, and the cost is in your books — split across categories if it needs to be.

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A supplier receipt registered in Invoice Office, showing the purchased lines, the sales tax and the total paid, with a panel splitting the receipt across two cost categories

Registering a receipt

Under a minute, start to finish

The whole design is built around one thing: making registration quick enough that you actually do it, rather than saving a shoebox for the accountant.

Or bulk upload
Drag & dropOr bulk upload
Cost categories
MultipleCost categories
Or finalise
DraftOr finalise

  • Drag the receipt straight in

    Drop the receipt or purchase invoice onto the upload area, or use the upload button to add several at once. Whatever the supplier handed you goes in, without a scanner in between.

  • Only the figures that matter

    For a quick registration you fill in only the key figures beside the document: the supplier, their invoice number, your reference, the invoice date and the Cost Category on the line. Nothing more is demanded of you.

  • One receipt, several categories

    A shopping trip that covers three different cost categories is not an accounting problem. Switch on “Invoice contains multiple cost categories” and use the fields below to enter each product or service on its own purchase line, categorised separately.

  • Save a draft, finish later

    Save it if you are missing something and it stays a draft until you hit Finalize. A half-entered receipt sitting in draft is still better than one in a coat pocket.

  • Your VAT return stays honest

    Registered expenses are what make the VAT return and the profit and loss real. Costs that never got entered are costs you paid tax on unnecessarily.

  • Capture it on the spot

    Photograph the receipt with your phone and attach it before you leave. It runs in the browser, so the receipt is registered while you still have the paper in your hand.

Keeping it honest

Four habits worth the minute

Expense registration goes wrong in predictable ways, and all of them are cheap to avoid on the day and expensive to fix at year end.

Step-by-step: create an expense

  • Register it the day you get it

    A receipt has a short life between the counter and the bin. The registration takes under a minute; reconstructing a quarter of missing costs at year end takes considerably longer.

  • Get the cost category right

    The category is where the cost lands in your books, so it decides what your profit and loss actually tells you. A pile of everything filed under “general” answers no question worth asking.

  • Split rather than round

    When one receipt covers several categories, splitting it is a toggle away. Putting the whole amount under whichever category is largest is quicker on the day and wrong for the rest of the year.

  • Get the VAT right

    The VAT you pick on the line is what carries through to your return. It is the field most worth a second look, because an error here is one you find out about from the tax office.

How it works

Three steps, one receipt

  1. Step 1Start a new purchase

    From the menu bar, open Procurement and click Purchases — or the plus icon beside it to go straight to a new one.

  2. Step 2Upload the document

    Drag and drop the receipt or purchase invoice onto the upload area, or use the upload button to add several at once.

  3. Step 3Enter the figures and save

    Fill in the fields on the right of the document, split it across cost categories if it needs it, then save it as a draft or hit Finalize to register it.

Receipt questions, answered

How do I register a receipt in Invoice Office?
From the menu bar, open Procurement and click Purchases, or the plus icon beside it. Drag the receipt onto the upload panel, fill in the key figures beside it — supplier, invoice number, reference, invoice date and the Cost Category in the first column of the line — then save it as a draft or finalise it.
Can I upload several receipts at once?
You can drag several files in at once, or use Upload attachment to add more than one. They all attach to the same purchase, though — one receipt still means one purchase to register.
What if one receipt covers more than one cost category?
Switch on the “Invoice contains multiple cost categories” toggle. The fields below then let you enter the different products and services per invoice line and categorise each one on its own.
What information do I have to fill in?
For a quick registration: the supplier, their invoice number, your own reference, the invoice date and the Cost Category — which is the first column on every purchase line and has its own searchable picker. That is enough to register it properly.
Can I save a receipt and come back to it?
Yes. Leave it as a draft to finish later, or hit Finalize to register the expense there and then.
Can I register a receipt from my phone?
Yes. Invoice Office runs in the browser, so you can photograph a receipt and attach it to the purchase without going back to the office.
What is the difference between an expense and a purchase?
They are one record type doing two jobs. A receipt you were handed and a supplier’s invoice are both registered as a purchase under Procurement — this page covers the receipt end of that: photograph it, drop it in, split it across cost categories. The supplier-invoice end, with UBL XML import, project cost allocation and stock, is covered on our purchases page.

More answers in our FAQ and help center.

Related

Where your costs end up

Stop losing receipts

Register the cost while you still have the paper. Free to start, and no credit card.

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