Receipt to Expense Report

Upload up to 20 receipts and get an expense report with the merchant, date, amount, tax, payment method and a spending category for each one.

Reviewed by Dany, RightSums team · Updated

Files are processed in memory and never stored.

operations · Business · UK & US

Upload up to 20 receipts at once as photos (JPG, PNG, WEBP), PDFs, Word files or text. For each receipt the tool reads the merchant name from the top lines, the date, the total, any VAT or tax line and the payment method, such as Visa, Mastercard or cash. It then assigns one of ten categories, including Travel, Meals, Fuel, Accommodation and Software, by matching words like 'hotel', 'rail' or 'petrol'. You can edit every field and change the category from a drop-down before exporting. The Excel file has an Expense Items sheet and a Category Breakdown sheet with spend and share of the total for each category. A CSV export is also available. If no date is found, today's date is filled in, so check it.

Accepted inputs

  • Photos (JPG, PNG, WEBP)
  • PDF
  • Word (.docx)
  • Text (.txt)

Outputs

  • Excel (.xlsx)
  • CSV

How to use the Receipt to Expense Report

  1. Upload up to 20 receipt photos, PDFs or text files in one go.
  2. Each receipt is read for merchant, date, total, tax and payment method.
  3. The tool assigns an expense category from keywords on the receipt, which you can change from a drop-down.
  4. Check the table and category totals, then export the claim to Excel or CSV.

Frequently asked questions

How do I turn receipts into an expense report?

Upload your receipts and the tool builds a table with one row per receipt showing merchant, date, category, amount, tax and payment method. Correct anything that was misread, then download the Excel file to attach to your expense claim.

What expense categories does it use?

There are ten: Travel, Meals, Office, Software, Equipment, Advertising, Fuel, Accommodation, Professional Services and Other. The category is picked from words on the receipt, such as 'taxi' for Travel or 'toner' for Office, and you can change it on any row.

Can I upload photos of paper receipts?

Yes. JPG, PNG and WEBP photos are converted to text with OCR before the receipt is read. A sharp, well-lit photo taken straight on gives the best result. If no text can be read, you will be asked for a clearer photo or the PDF.

How does the category breakdown work?

It adds up the amounts in each category and shows each as a share of the total. With receipts of £45 and £35 for Meals and £120 for Travel, total spend is £200, so Meals is £80 (40%) and Travel is £120 (60%).

Does it work out the VAT on each receipt?

It records the VAT or tax amount printed on the receipt. If only a rate is shown, it works the tax out of the total, so a £60.00 total at 20% gives £10.00 tax. It does not decide what you can reclaim; check that with your accountant.

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