Receipts play an important role in expense management. They help your finance team verify spend, support accurate bookkeeping, and keep your company compliant during audits. Whenever you make a purchase with a Soldo card, you should attach a clear copy of the original receipt to the transaction.
Still, we know that receipts can sometimes get lost, damaged, or simply not offered by the merchant. When this happens, there are a few steps you can take to keep your records complete and to follow your company’s spending policy.
If you can’t provide a receipt
If a merchant didn’t give you a receipt or you’ve misplaced it, follow your company’s policy and check with your Manager or finance team about the best next step. They may ask for extra details so they can validate the transaction.
You can add supporting information directly in Soldo:
- Add a note explaining what happened and include as much detail as you can. For example, why you couldn’t get a receipt or what was purchased.
- Add a photo that helps document the purchase. This could be the shopfront, a menu board, or the vending machine where the transaction took place.
These options are helpful when a receipt genuinely isn’t available. They shouldn’t be used as a long-term replacement for attaching the actual receipt whenever one can be obtained.
If your account uses Reminders and mandatory fields
Your Soldo account may use the Reminders feature, which lets Admins configure transaction rules and set mandatory fields, such as receipts or attachments. If a receipt is mandatory, you’ll need to complete this step before your transaction is considered complete.
When you genuinely can’t provide a receipt, you’ll find an option in both the mobile app and the web app called I don't have a receipt/invoice. Selecting this option marks the mandatory field as complete. It helps you move forward, but it should only be used when no receipt is available.
Even if you use this option, it’s still important to follow best practice: add a detailed note that explains why you couldn’t upload a receipt and provide any information that helps your finance team with reconciliation.
Best practices to help your finance team
- Always ask the merchant for a receipt, even for small purchases.
- Take a quick photo of the receipt at the point of purchase in case the paper copy is lost later.
- Upload receipts in the Soldo mobile app as soon as possible to keep your records accurate.
- Use “I don't have a receipt/invoice” only when there’s truly no evidence available.