When making a payment with a virtual or physical card, or when requesting a reimbursement, you are required to attach a receipt to your purchase on Spendesk. This is a legal requirement for accounting and tax purposes.
It’s important to note:
Credit card statements, trip or ride details, order forms, and purchase orders are not valid receipts.
A valid receipt is a document provided by the merchant as proof of your purchase of goods or services. It must include the following information:
The date of the purchase
The name and address of the supplier
A description of the items purchased, including individual prices and quantities
The VAT amount, if applicable
The total price
How to upload your receipt on Spendesk
There are four ways to upload your receipt:
Spendesk mobile app: Take a picture of your receipt.
Desktop interface on Spendesk.com: Drag and drop the receipt onto the related payment.
Email reply: Reply to the Payment Confirmation Email with your receipt attached.
Email forward: Forward your receipt to Marvin by email at receipts+yourcompanyid@spendesk.com. You can find this email address in the "Payments" section of your company account on Spendesk if needed.
For more details, refer to our dedicated article.
What to do if you can't provide a receipt
If the merchant didn’t provide you with a receipt or if you lost it, you are still required to report it in Spendesk. Simply click on the “Can’t provide a receipt” link in the payment panel and select the appropriate reason.
Refunds are automatically marked as “there might not be a receipt”.
FAQ
What documents are considered valid receipts?
A valid receipt must include the date of purchase, the supplier's name and address, a description of the items purchased, individual prices and quantities, VAT (if applicable), and the total price.
Can I submit my credit card statement as a receipt?
No, credit card statements, trip details, or order forms are not considered valid receipts for tax and accounting purposes.
What happens if I can’t provide a receipt?
If you can’t provide a receipt, you can select “Can’t provide a receipt” in Spendesk and choose the reason. Refunds will also be marked as "there might not be a receipt".
