# Receipts and bills

Source: https://docs.neropay.app/nerobooks/receipts-and-bills
Last updated: 2026-09-21T16:46:20+00:00

Upload a receipt or a bill and NeroBooks keeps it with your records.

Where scanning is switched on, NeroAi reads it and fills in an expense form. You check what it found and save a draft. Go to **NeroBooks → Accounts → Receipts & Bills**.

### What you can upload

| Rule | Detail |
| --- | --- |
| File types | PDF, PNG, JPG, JPEG or DOCX |
| Size | 1 MB per file |
| How many | up to 5 at a time |
| Source | a file, or a photo on your phone |

> 💡 Note: Phone photos are often bigger than 1 MB. Most phones can share a smaller copy, and a clear photo of a crumpled receipt beats a perfect one that will not upload.

### Uploading

| Step | What happens |
| --- | --- |
| 1. **＋ Upload** | the drawer opens |
| 2. Choose the file | it is stored privately against your business |
| 3. Scanning runs, if enabled | NeroAi reads it and fills the form beside it |
| 4. Check it | correct anything that does not match the document |
| 5. **Save expense draft** | a draft expense waits for your approval |

### Scan statuses

| Status | What it means |
| --- | --- |
| Not scanned | stored but not read |
| Scanning | in progress |
| Ready to review | filled in and waiting for you |
| Needs attention | could not be read cleanly — use **Retry scan** or type it in |

### The expense form

Whether it comes from a scan or from you, it is the same form as in [Bookkeeping](https://docs.neropay.app/nerobooks/bookkeeping).

| Field | What to enter |
| --- | --- |
| Date | the date on the document |
| Supplier / description | who it was from and what for |
| Reference | the invoice or receipt number |
| Currency | the currency shown |
| Total including VAT | the full amount |
| VAT shown on document | the VAT printed on it |
| VAT evidence | what proves the VAT |
| Payment method | not paid yet, bank account, cash, or card / payment clearing |
| Expense category | the bucket it goes in |
| Flag for tax adjustment review | marks it for a second look |

> ⚠️ **Warning:** Always check a scanned figure against the document. Scanning saves time; the document is what counts.

### If scanning is off

You may see a message saying automatic scanning is switched off. Uploading still works — the document is stored and you fill the form in yourself. If you want scanning enabled, contact support.

### Where documents go

Files are stored privately against your business. Where scanning is on, documents you pick for capture go to a document-processing provider and use part of your NeroAi allowance. You can download the original at any time.

### Filtering

Filter by search text, scan status, file type and upload date. **No documents match these filters** means the filter is too narrow, not that anything is gone.

### Frequently asked questions

**Does uploading record the expense?**

No. Uploading stores the document. The expense exists once you save the draft and approve it.

**My file will not upload.**

Check type and size. PDF, PNG, JPG, JPEG or DOCX, 1 MB per file, up to 5 at a time.

**The scan got the total wrong.**

Correct it before saving. What you save is what is recorded — the scan is only a first draft.

**Can I attach a document to an entry I already made?**

Yes. The bookkeeping form has an **Attached document ID** field.

**Do I still keep the paper receipt?**

Record-keeping rules are set by HMRC and are not changed by uploading a copy. Check what applies to your business before throwing anything away.

*This article explains how NeroBooks works. It is general information about the software, not accounting, tax or financial advice. Nero Panda Ltd, trading as NeroPay, is not a tax agent, accountancy firm or financial adviser.*

*Still need help? Contact us at support@neropay.app or create a ticket.*