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🧾 Free Receipt Tracking Template

Below is a ready-to-use receipt log: every column a small business needs to track receipts by date, vendor, category, and amount. Copy it into a spreadsheet and start logging — or let Nika read receipts from your inbox automatically.

Lost receipts are the number-one cause of missed tax deductions and reconciliation headaches. This template gives you a single place to record every receipt as it comes in — date, vendor, category, net amount, VAT, and a link or reference to the digital copy. It works for sole traders, freelancers, and small teams, and the columns map directly to standard bookkeeping accounts so month-end is painless.

Receipt Log Columns

FieldsDescription
Receipt #*Sequential number for your own reference — e.g. R-001.
Date*The date on the receipt.
Vendor / Merchant*Who you paid — shop, restaurant, online store.
Category*e.g. Office Supplies, Travel, Software, Meals.
Payment MethodCash, bank card, credit card, or online transfer.
DescriptionShort note on what was purchased and the business purpose.
Amount (net)*Cost excluding VAT/tax.
VAT / TaxTax portion, if reclaimable.
Total*Net + VAT.
Receipt Link*File name or cloud link to the scanned/image receipt.

Monthly Summary

FieldsDescription
Month*e.g. January 2026.
Total ReceiptsCount of receipts logged.
Total Net*Sum of all net amounts for the month.
Total VATSum of all VAT amounts.
Grand Total*Total Net + Total VAT.

How to use

  1. 1Copy the Receipt Log Columns into a spreadsheet — one row per receipt.
  2. 2Create a dropdown for Category so entries stay consistent.
  3. 3Log the receipt the same day you get it — don’t let a backlog build.
  4. 4Snap a photo or save the PDF and put the file name or link in the Receipt Link column.
  5. 5Use SUMIF formulas to total by category or month.
  6. 6At month-end, reconcile the log against your bank and card statements.

Or automate this

Photographing and typing every receipt by hand is slow and error-prone. Nika can read receipts from your email inbox, extract the vendor, date, and amount, and file them automatically — from {price} per receipt. You forward the email; she does the rest.

Questions

How long should I keep receipts?

Most tax authorities require retention of 5–7 years. Digital copies (scans or photos) are generally accepted as long as they are legible and unaltered — check your local rules for the exact period.

Do I need to track receipts under a certain amount?

Even small receipts add up. Track everything that is a legitimate business expense — the cumulative total often makes a meaningful difference at tax time. Many jurisdictions allow simplified expense claims below a threshold, but itemised records give you the full deduction.

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