Receipt Coverage

Receipt Coverage is the bar above your Transactions list that shows how much of your spending is backed by a receipt. It points you straight to what is missing and lets you ask your client for it, so documentation is complete before you close.

Key capabilities

• A coverage bar showing the percentage of expenses that need a receipt and have one, for the date range on screen
• missing and waiting on client buttons with dollar totals that filter the list in one click
• A Receipt column on every row: a paperclip with a file count, Missing, Requested or Not needed
• Request receipts and No receipt needed for any selection of rows
• Ask Client on a single transaction, with an optional receipt request, quick-reply options and automatic reminders
• A Policy button to change the dollar threshold and reminder rhythm, or turn tracking off

How it works

Every transaction sits in exactly one state, decided by your receipt policy. Coverage is the share of expenses that owe a receipt and already have one.

flowchart LR
  exp["Expense at or above threshold"] --> has{"Receipt attached?"}
  has -->|"Yes"| ok["Covered"]
  has -->|"No"| ask{"Asked the client?"}
  ask -->|"No"| miss["Missing"]
  ask -->|"Yes"| req["Requested"]
  req -->|"Client uploads"| ok

Money in, transfers between your own accounts, pending charges and expenses under the threshold never need a receipt. Anything you mark No receipt needed is removed from the calculation, so exempting a bank fee raises your percentage.

How to use it

1. Open Transactions and set the date range. The coverage bar sits above the list.
2. Click the missing button to show only expenses that need a receipt and have none. The Receipt filter has the same options, plus Has receipt, Requested from client and No receipt needed.
3. Select the rows and click Request receipts. The client gets one notification for the batch and a message saying "Could you upload the receipt or invoice for this purchase?" Rows that already have a receipt, a request or an exemption are skipped.
4. Select bank fees, transfers or payroll and click No receipt needed once. Open a row and click Undo to reverse it.
5. For a single transaction, open it and click Ask Client (or Ask the client in its receipts section). Type your question, tick This is a request for the receipt if it is a receipt request, optionally add Quick-reply options, and click Send question.
6. Click waiting on client to follow up on open requests. When the client uploads a file, it attaches to the transaction and the request closes.
7. Click Policy to adjust the rules.

Pro tips

• Work the missing filter first, then Request receipts for the whole page. Repeating it is safe.
• Exempt recurring items such as bank fees, loan payments and payroll, so the percentage reflects real gaps.
• Tick This is a request for the receipt even when you reword the question, or the row will not show as Requested and no reminders will go out.
• The bar turns green at 90% and above and amber below that.
• Run it before month-end: the close checklist shows a Missing Receipts warning with the number outstanding and dollars involved. It is advisory and never blocks a close.
• Attach files yourself in the transaction's Receipts & documents section. See Transactions for how receipts are read and matched.

In-depth guide

Receipt policy

$75 is the IRS substantiation threshold. Saving the policy re-classifies every transaction immediately, because nothing is stored per row. Only admins can save it. With tracking off, the bar reads "Receipt tracking is off for this business" and nothing is flagged.

The client's side

Requests appear on the client's Questions page (see Action Items). They can upload PDF, PNG, JPG, WEBP, HEIC or HEIF files, up to 25 MB each, and a file alone counts as the answer. Until they upload, the client is reminded by notification on your policy's schedule. You are notified when a receipt arrives.

Who can ask

Receipt requests and Ask Client are available to the accounting firm that manages the business, not to the client. Plain questions to the client work the same way without the receipt tick box.

Reading the numbers

• Coverage % = receipts attached divided by expenses that owe one (attached, requested and missing), rounded. With nothing owed it shows full coverage.
• The bar collapses to a single line when everything has a receipt or nothing needs one.
• Firms also get a Missing Receipts report across all their clients, each measured against its own policy.

Developers and Regent

Regent can report coverage, request receipts and mark rows as not needing one. Developers can read and set the policy and pull the coverage numbers over the API; see the Transactions API guide.