Evidence hand-off guide
Accountant-ready receipt exports
A useful export connects every amount back to a readable source document and clearly marks what still needs professional judgment.
What should an accountant-ready export contain?
It should include the original receipt or invoice, the corrected transaction fields, the business purpose and category, any business-use percentage, VAT and income-tax flags, and a stable reference that connects the summary row to its source document. Unresolved questions should be visible rather than silently guessed.
Start with traceability
A spreadsheet alone is not the evidence. Each row should point back to the original image or PDF so the reviewer can verify supplier details, dates, totals, VAT and invoice particulars. File names and record identifiers should remain consistent across CSV, PDF and originals folders.
| Export component | Purpose |
|---|---|
| Original images or PDFs | Preserves the source evidence and invoice particulars. |
| Transaction CSV or spreadsheet | Allows sorting, reconciliation and import into accounting workflows. |
| Summary PDF | Highlights totals, categories, periods and exceptions for review. |
| Claim explanation | Shows why an amount was allowed, denied, apportioned or flagged. |
| Unresolved-item list | Directs attention to missing details, mixed-use decisions and low-confidence fields. |
Correct the data before export
Review merchant names, dates, totals and VAT against the document. Resolve duplicate uploads, classify mixed personal and business lines, and preserve any business-use percentage. An export that contains confident-looking but unverified OCR errors creates more work than it removes.
Keep VAT and income-tax views separate
Input VAT and income-tax deductibility are different questions. A good hand-off should not collapse them into one “claimable” number. Entertainment and fuel are common examples where the VAT result may differ from the income-tax analysis.
Retain the records after hand-off
SARS says records should be kept in an orderly and safe form and be available for inspection. The general retention period following submission of a return is five years, while audits, disputes or unsubmitted returns can require longer retention. Sending a pack to an accountant does not remove the taxpayer’s record-keeping responsibility.
SlipSaver export formats
Depending on the plan, SlipSaver can produce CSV or spreadsheet records, original-document ZIP files and accountant PDF packs. The export uses the saved server-side classification and keeps automated estimates labelled for review.