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Turn receipt photos into a tidy expenses sheet
Snap receipts as you go and turn them into a spreadsheet with date, supplier, amount, VAT and category, ready for your bookkeeper.
When to use it
Weekly, or whenever receipts pile up
Step by step
Photograph receipts straight away
Lay each receipt flat in good light and take a photo. Keep them in one phone album or a Drive folder called 'Receipts'.
Set up your expenses sheet
Create a Google Sheet with columns: Date, Supplier, Description, Net, VAT, Total, Category, Payment method.
Extract the details
Once a week, upload the photos to your AI assistant with this prompt.
Prompt to copyExtract the details from each receipt photo into a table with columns: Date (DD/MM/YYYY), Supplier, Description, Net, VAT, Total, Suggested category (choose from: [your categories, e.g. Materials, Fuel, Travel, Office, Software, Meals]), Payment method. Copy amounts exactly as printed. If VAT isn't shown separately, leave it blank rather than calculating it. Add a 'Check' column and write 'yes' for any receipt that's blurry or unclear.Paste and check
Paste the table into your sheet and check totals against the photos, especially any marked 'Check'.
Keep the originals
Keep the receipt photos (and paper copies if needed) for as long as your tax authority requires. Your accountant can tell you how long.
What you get
04/11/2026 | Fixings Direct | Screws and wall plugs | 18.33 | 3.67 | 22.00 | Materials | Card 06/11/2026 | Station Garage | Diesel | 50.00 | 10.00 | 60.00 | Fuel | Card
Tips
- Categories are suggestions only. Ask your accountant which categories and VAT treatment apply to your business.
- If you use Xero or QuickBooks, their mobile apps can capture receipts directly, which may suit you better.