Mark a receipt as "Cannot be provided"
If you can't add a receipt to a payment, you can declare this directly in Spendesk instead of leaving the expense unresolved. This creates a legal declaration (affidavit) for your finance team.
For: Requesters (the person who made the payment or expense claim), on all plans.
Table of Contents
Before you start
Common reasons for missing receipts
Mark a receipt as "Cannot be provided"
If you find the receipt later
Troubleshooting
FAQs
Before you start
Only the requester (the payment or expense claim owner) can mark their own receipt as "Cannot be provided." Admins and Controllers cannot do this on a requester's behalf.
The declaration is a legally binding document. Use this option only when you genuinely cannot provide a receipt.
Once submitted, the declaration cannot be edited.
If you already uploaded an incorrect or invalid receipt, you must remove it first. See Delete a receipt added to a payment.
👥 Roles: Only the requester who owns the payment can mark a receipt as "Cannot be provided." Admins and Controllers can't perform this action for another user.
Common reasons for missing receipts
The merchant didn't give you a receipt, or you forgot to ask for one.
The transaction is pending but was canceled by the merchant, and it's still visible in Spendesk.
The receipt was sent to someone else's email address, and you can't retrieve it or reach that person.
You lost the receipt.
Your card was stolen or misused.
Mark a receipt as "Cannot be provided"
Navigate to Expenses > All Payments.
Open the payment that's missing a receipt.
Click the grey button next to "Upload a receipt".
Select "Can't provide receipt".
Choose the reason that matches your situation.
Enter an explanation if the form requires one.
Sign the declaration to submit it.
Once you submit, your finance team can access the affidavit explaining why a receipt could not be provided, and the payment is no longer flagged as missing a receipt.
⚠️ Warning: You cannot edit the declaration after submission. If you made a mistake, contact support@spendesk.com for assistance.
If you find the receipt later
If you later find the lost receipt, or the supplier sends it to you:
Navigate to Expenses > All Payments.
Open the payment.
Click "Upload your receipt".
Upload the receipt file.
Troubleshooting
Symptom: You can't find the "Upload a receipt" button or the grey button next to it.
Cause: You may be looking at the wrong tab or the wrong transaction.
Resolution: Confirm you're in Expenses > All Payments and viewing the correct payment. If the button still isn't visible, contact support@spendesk.com.
Symptom: The "Can't provide receipt" option is greyed out or missing, even though no valid receipt exists.
Cause: An incorrect or invalid receipt is still attached to the payment, blocking the option.
Resolution: Delete the existing receipt first (see Delete a receipt added to a payment), then repeat the steps above. If you can't delete it because it's the only file attached, contact support@spendesk.com for help.
Symptom: You get a security warning or error when trying to sign the declaration.
Cause: If your company uses Orange as its internet provider, the Orange Cyberfiltre security filter may be blocking the signing website.
Resolution: Ask your IT team to allow the following websites in your company's Orange Cyberfiltre security settings:
app.hellosign.com
hellosign.com
FAQs
Is there a deadline for submitting a missing receipt declaration?
Check with your finance team, as deadlines can vary depending on your company's policy.
What happens if I don't report a missing receipt?
Not reporting it may delay or block your finance team from validating the expense.
Can multiple receipts be marked as "Cannot be provided" at once?
No, bulk declarations aren't currently available. Each payment must be declared individually.