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Understanding Valid Receipts

A Comprehensive Guide

Updated this week

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: On the page related to the card payment, either attach a photo or take a new photo.

  • 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.

  • Receipts must adhere to the following technical specifications:

    • Supported formats: PDF, JPG, and PNG.

    • Maximum file size: 1 MB.

  • Spendesk automatically detects duplicate receipt submissions, so ensure that the receipt hasn’t already been uploaded.

  • If using the Chrome browser, set PDF files to "Open PDFs in Chrome" from browser settings to avoid upload issues.

For more details, refer to our dedicated article.

Troubleshooting Receipt Upload Issues

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 “Unable to provide” link in the payment panel and select the appropriate reason. Additionally, you can upload a placeholder document, such as a blank file, to satisfy system requirements and avoid being blocked by receipt policies.

Refunds are automatically marked as “there might not be a receipt”. If no receipt is available, ensure to specify the situation using the “Can’t provide a receipt” option or provide a placeholder document as described.

  1. Check the File Format and Size:

    • Supported file formats: PDF, JPG, and PNG.

    • Maximum file size: 1 MB.

    • Use an online file compression tool if your file exceeds the size limit.

  2. Try Alternative Upload Methods:

    • Use the Spendesk mobile app to capture a clear photo of your receipt.

    • Reply to your payment confirmation email with the receipt attached.

    • Forward the receipt to your company’s dedicated Marvin email address, found in the “Payments” section of your Spendesk account.

  3. Ensure Required Information is Visible:

    • Make sure your receipt includes:

      • Purchase date

      • Supplier name and address

      • Item descriptions, prices, and quantities

      • VAT amount (if applicable)

      • Total price

  4. Double-Check for Errors:

    • Verify that the receipt hasn’t already been submitted for another payment.

    • Ensure that browser settings are configured correctly, such as enabling PDFs to open directly in Chrome.

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”.

Understanding Payment Visibility Delays

Payments on Spendesk go through two stages, which might affect their visibility:

  1. Pending Transactions:

    • A payment might first appear as "pending" in Spendesk before moving to the "Payments of the Month" section.

  2. Processing Times:

    • VISA transactions can take up to 8 days to process and settle before becoming visible in your Spendesk account.

    • Receipts can only be uploaded once the payment is fully visible.

What to Do During Processing Delays

  • Keep receipts ready for upload once the transaction is processed and visible in Spendesk.

  • If the payment remains invisible beyond the processing timeframe, reach out to Spendesk support for assistance.

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".

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