Receipt rules explained

General information, not tax or legal advice. Rules differ by country and change over time — confirm the details with your tax authority or accountant.

What a good record contains

• The supplier’s name (and tax number where one is shown).
• The date of the purchase.
• What was bought, and the total paid.
• The tax charged, shown separately where you want to reclaim it.
• For your own sales invoices: a unique invoice number and the customer’s details.

Does a digital copy count?

In many places a clear digital image or PDF is accepted in place of paper, provided it is complete, readable and can’t be quietly altered. Keep the original file rather than only the numbers you typed from it.

How long to keep records

Retention periods are often several years — around six in many jurisdictions — and can be longer for assets, property or disputed items. Treat the number you find for your country as a minimum and write it down.

Bank statements

Keep them alongside receipts. They show what was actually paid and when, and they help you match payments to the bills and invoices you recorded.

Lost a receipt?

Record what you can prove: the bank line, the supplier’s emailed confirmation or a copy requested from them. Add a note saying why the original is missing.

Make it routine

• Capture receipts the day you pay.
• Review extracted data before posting.
• Keep the source document attached to the record.
• Back up regularly and keep access restricted.