Receipt
A receipt is a written document confirming that a payment has been made. It typically includes the date, amount paid, description of what was purchased, the seller's information, and the payment method. In bookkeeping, receipts serve as source documents that verify expenses and support tax deduction
Receipt Definition
A receipt is a written document confirming that a payment has been made. It typically includes the date, amount paid, description of what was purchased, the seller's information, and the payment method. In bookkeeping, receipts serve as source documents that verify expenses and support tax deductions.
Receipt in Practice — Example
A freelance photographer buys a new camera lens for $1,200 at a local camera shop using a business debit card. The store gives her a receipt showing the date, item description, amount, sales tax, and payment method. She photographs the receipt and uploads it to QuickBooks. At tax time, this receipt backs up the $1,200 equipment expense deduction on her Schedule C. Without it, the IRS could disallow the deduction during an audit.
Why Receipt Matters for Your Books
Receipts are the foundation of expense documentation. The IRS requires "adequate records" to substantiate business deductions — and receipts are the simplest, most direct proof that a transaction happened. No receipt, no guaranteed deduction.
Beyond tax compliance, receipts help you categorize expenses correctly. A credit card statement shows "$1,200 at Camera World" — but the receipt tells you it was a lens (equipment) vs. printer paper (office supplies). Proper categorization depends on knowing what you actually bought.
Digital receipt management has made this easier. Snap a photo, upload to your accounting software, and the paper receipt becomes optional. But you need a system — receipts that sit in a shoebox or buried in email don't help anyone.
How Receipt Shows Up in QuickBooks
In QuickBooks Online, use the receipt capture feature (mobile app or web). Photograph or forward receipts, and QBO auto-extracts the vendor, date, and amount. Match receipts to existing transactions or let QBO create new expense entries. Attached receipts show up under the transaction details. For audit readiness, run a Transaction Detail report filtered by expense category — each entry should have an attached receipt.
Common Mistakes
FAQ
Q: How long should I keep receipts? A: The IRS generally recommends 3 years from the filing date, but 7 years is safer for significant purchases. Keep receipts for assets (equipment, vehicles) for as long as you own them plus 3 years after disposal.
Q: Do I need paper receipts or are digital copies okay? A: Digital copies are accepted by the IRS as long as they're legible and contain all required information (date, amount, vendor, description). Most accounting software stores digital receipts that satisfy this requirement.
Related Terms
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Related Terms
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