Question 1

What is the fastest way to get employees to submit receipts?

Accepted Answer

Give them a mobile app. Tools like Float, Ramp, and Brex let employees snap a photo right after a purchase. Takes 10 seconds. Faster than stuffing a receipt in a wallet.

Question 2

Can employees email receipts instead of using an app?

Accepted Answer

Yes. Most corporate card platforms let employees forward receipt emails directly to their account. The system auto-matches them to transactions. Works great for online purchases and subscriptions.

Question 3

How do I stop nagging my team for receipts?

Accepted Answer

Make it their responsibility, not yours. Issue corporate cards with built-in receipt capture. Set a policy: snap or forward at time of purchase. Automated reminders handle the rest.

Question 4

What happens to receipts that are never submitted?

Accepted Answer

Missing receipts create audit risk and tax complications. The CRA and IRS require documentation for business expenses. Without receipts, deductions can be denied and compliance issues arise.

Question 5

Do I need a formal receipt policy?

Accepted Answer

Yes, even for small teams. Keep it simple: submit within 24 hours, use the app or email forwarding, no paper. Clear expectations prevent the receipt chase entirely.

Question 6

How do receipt capture apps work?

Accepted Answer

Open the app, take a photo. OCR extracts the merchant, amount, date, and tax. It auto-matches to the card transaction. Some apps flag missing receipts with automated reminders.

Question 7

What if my team is in the field or travelling?

Accepted Answer

Mobile apps solve this. Snap receipts on the go, even offline. They sync when back online. No more collecting crumpled receipts from a travel bag weeks later.

Question 8

Should I use a dedicated receipt tool or a corporate card with built-in capture?

Accepted Answer

Corporate cards with built-in receipt capture are simpler. One platform for spending and documentation. Fewer tools, less friction, higher compliance. Expensify works if you need standalone receipt management.

Question 9

How do I handle receipts for reimbursable expenses?

Accepted Answer

Best to minimize reimbursements with corporate cards. When unavoidable, use Expensify or similar for submission, approval, and payout. Receipt required before reimbursement is processed.

Question 10

Are digital receipt photos legally valid?

Accepted Answer

Yes. Both the CRA and IRS accept digital copies of receipts. The key is legibility and completeness: merchant name, date, amount, items, and tax. Most receipt apps capture all of this.

Question 11

How long do I need to keep receipts?

Accepted Answer

Generally 6-7 years for tax purposes. Digital storage makes this easy. Cloud-based tools keep them indefinitely and searchable, unlike shoeboxes of fading paper.

Question 12

What if a receipt is lost?

Accepted Answer

Request a duplicate from the vendor, check email for digital confirmation, or use a bank statement as backup. Some tools reconstruct transaction details from card data even without a receipt photo.

Question 13

How do I match receipts to the right transactions?

Accepted Answer

Modern tools auto-match using amount, date, and merchant. Employees snap the receipt, the system finds the transaction. Manual matching is a last resort, not the norm.

Question 14

Can I automate receipt reminders?

Accepted Answer

Yes. Corporate card platforms send automatic reminders when a transaction has no receipt attached. Managers see a dashboard of outstanding receipts. No manual follow-up needed.

Question 15

What tools work best for Canadian businesses?

Accepted Answer

Float is built specifically for Canadian businesses. It combines corporate cards with receipt capture, expense management, and bill payments. Integrates with QuickBooks Online and Xero.

I need my team to submit receipts without constant reminders

About This Problem

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Float

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Brex

Expensify

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