Receipts are easy to lose because the purchase is already finished. The goal is not to build an elaborate system. It is to make sure you keep enough proof and context to understand each business expense when you look at it months later.
Capture the receipt when the purchase is fresh
Save a photo, PDF, or digital receipt at the time of purchase. Attach it to the expense record when possible. If the receipt does not explain the business purpose, add a short note while you still remember why you bought it.
Give every expense enough context
- Date and total amount
- Merchant or supplier
- What was purchased
- Business purpose
- GST/HST detail when it is relevant to your bookkeeping
- Whether the item is fully business, personal, or mixed use
Review once a week
Set aside a short recurring review. Match new receipts to transactions, categorize the expense, and flag anything unusual. This avoids a later list of generic card charges that you can no longer explain.
Keep personal and business decisions explicit
Many self-employed people use a personal card for business purchases or have mixed-use expenses. Do not force these into a business category without a note or a reasonable business-use decision. Clarity now protects you later.
Build a receipt habit that works with your books
Umadeit keeps receipts, transaction records, notes, and categories together for later review.