Receipt Tracking Software — Upload, Organize & Stay CRA-Ready
Upload receipt photos or PDFs, link them to expenses, and keep everything organized for tax time. Cloud-stored and CRA audit-ready.
Why Track Receipts?
The CRA requires businesses to keep receipts and supporting documents for all business expenses
Cloud Storage
Your receipts are stored securely in Google Cloud Storage. No more shoeboxes of paper receipts that fade over time. Access your records from anywhere, on any device, whenever you need them.
Link to Expenses
Attach a receipt directly to an expense entry in iBill. When you or your accountant reviews an expense, the original receipt is right there — no searching through folders or filing cabinets.
CRA Compliance
The CRA accepts electronic copies of receipts as long as they are legible, complete, and accessible. iBill stores your receipts in their original quality so they are always audit-ready.
Photo Upload
Snap a photo of a paper receipt with your phone and upload it directly to your expense entry. The image is stored at full resolution in the cloud so every detail remains legible.
PDF Support
Got a digital receipt from an online purchase? Upload the PDF directly. iBill handles JPEG, PNG, and PDF files — covering both paper receipts you photograph and digital receipts you receive by email.
Never Lose a Receipt
Paper receipts fade, get lost, or end up in the wrong pile. With iBill, every receipt is digitized, linked to its expense, and backed up in the cloud. You will never scramble to find a receipt again.
Receipt Tracking Features
Everything you need to capture, organize, and retrieve your business receipts
Receipt Upload to Cloud
Upload receipt photos and PDFs directly from your browser. Files are stored securely in Google Cloud Storage with automatic backup. Each file is associated with your user account and accessible only to you.
Link to Expense Entry
When creating or editing an expense, attach the receipt in one click. The receipt stays linked to that expense record permanently, so the documentation is always paired with the financial entry.
View Receipts Inline
Preview uploaded receipts directly within the expense detail view. No need to download files or switch between applications. Click on any expense to see the linked receipt alongside the amount, date, and tax details.
Cloud Backup
All uploaded receipts are stored in Google Cloud Storage with enterprise-grade redundancy. Your data is protected against hardware failure, and you can access it from any device at any time.
Multiple Formats
Upload JPEG photos from your phone camera, PNG screenshots, or PDF files from digital purchases. iBill accepts all common receipt formats with a 5MB file size limit per upload.
Expense Reports with Receipts
Generate expense reports that include linked receipt references. When your accountant needs documentation for a claim, every expense has its supporting receipt attached and accessible.
Upload Receipts and Stay CRA Audit-Ready
Stop losing paper receipts. Upload, organize, and link them to expenses in seconds.
Get Started NowCRA Receipt Requirements Under ITA s.230
Understanding what the CRA expects for receipt documentation is critical for every Canadian business owner.
Under Section 230 of the Income Tax Act (ITA), every person carrying on a business in Canada must keep records and books of account at the person's place of business. This includes all receipts, invoices, and vouchers that support income, deductions, and credits claimed on your tax return. The CRA does not simply take your word for expenses claimed -- they require documentary evidence.
What Receipts Are Required for Input Tax Credits (ITCs)
If you are a GST/HST registrant and claim Input Tax Credits, the Excise Tax Act (ETA) under Subsection 169(4) requires specific documentation. For purchases under $30, you need the vendor name, date, and total amount. For purchases between $30 and $150, you also need the GST/HST registration number of the supplier and the tax amount or a statement that the total includes tax. For purchases over $150, the receipt must additionally include the buyer's name or trading name, the terms of payment, and a description of each item sufficient to identify it.
Purchases Under $30
Minimum ITC documentation: vendor name, transaction date, and the total paid. A cash register receipt showing these three elements is sufficient for small purchases.
Purchases $30 to $150
Must also show the supplier's GST/HST registration number and either the tax amount charged or a clear statement that the total includes GST/HST. Most printed receipts from registered businesses include this.
Purchases Over $150
Full documentation required: buyer's name or business name, payment terms, and a line-by-line description of goods or services. Without this, the CRA can deny your ITC claim entirely.
Digital vs. Paper Receipts: What CRA Accepts
The CRA accepts electronic images of receipts as valid documentation, provided they are legible, complete, and stored in an accessible format. According to CRA's Information Circular IC05-1R1, electronically stored images are acceptable if the imaging process is documented, images are of readable quality, and the storage system prevents alteration. This means you can photograph paper receipts with your phone, scan them, or keep PDF copies -- as long as the original information is fully readable.
Thermal paper receipts (the kind from most cash registers) fade over time, often within 6 to 18 months. If you rely on paper originals and they become illegible, the CRA will treat the expense as unsubstantiated. Digitizing receipts immediately is the safest approach.
How Long to Keep Receipts (6-Year Retention Rule)
Under ITA s.230(4), you must keep all business records for at least six years from the end of the last tax year they relate to. For example, receipts from the 2026 tax year must be retained until at least the end of 2032. If you file a late return or are under audit, the retention period extends until the matter is resolved. In practice, many accountants recommend keeping records for seven years as a safety buffer.
Capital property records (assets, equipment, vehicles) must be kept for six years after the year you dispose of the property -- not six years from purchase. If you buy a computer in 2024 and sell it in 2030, the receipt must be kept until at least 2036.
Common Audit Triggers for Missing Receipts
CRA auditors pay close attention to certain expense categories where receipt problems are most common:
- Meals and entertainment -- The CRA requires the receipt to show who attended, the business purpose, and the restaurant or venue. Only 50% of meal expenses are deductible, and auditors frequently request documentation for these claims.
- Vehicle expenses -- If you claim automobile expenses, you need a detailed mileage log showing dates, destinations, kilometres driven, and the business purpose of each trip. Gas receipts alone are not sufficient.
- Home office expenses -- You need receipts for rent/mortgage interest, utilities, insurance, and property tax, plus a calculation of the business-use percentage of your home.
- Travel expenses -- Airfare, hotel, and incidental receipts must show dates, destinations, and the business reason for travel. Personal portions must be clearly separated.
- Subcontractor payments -- Payments over $500 to subcontractors require a T4A slip. Receipts or invoices from subcontractors should include their name, business number, and a description of work performed.
Receipt Categories for Business Expenses
Organizing receipts into CRA-recognized expense categories from the start saves significant time at tax filing. The major categories that align with the T2125 (Statement of Business or Professional Activities) include:
Advertising & Promotion
Business cards, online ads, print ads, website hosting, trade show fees. Keep receipts showing the ad placement and dates.
Office Supplies
Paper, ink, pens, software subscriptions, postage. Small purchases add up -- track every receipt to maximize deductions.
Professional Fees
Accounting fees, legal fees, consulting fees. Keep invoices from each professional showing the service provided and dates.
Insurance
Business liability insurance, professional liability (E&O), vehicle insurance (business portion). Annual policy documents serve as receipts.
Telephone & Internet
Monthly bills for phone and internet used for business. If shared with personal use, calculate and document the business-use percentage.
Capital Purchases
Computers, furniture, tools, vehicles. These are not fully deducted in the year of purchase -- they are depreciated through CCA classes over multiple years.
Receipt Tracking FAQs
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