Receipt capture guide
Capture a slip or purchase invoice, check the extracted details against the original, then export your records for accountant review. AI extracts the fields; a separate rules engine estimates the tax treatment.
A business receipt scanner should preserve a readable copy of the original, extract the merchant, date, total, VAT and line items, let the user correct errors, and keep the document linked to its accounting record. OCR should transcribe the slip; it should not invent the final tax treatment.
New accounts get 30 days of Pro access and up to 250 scans. No card required. On the workspace sign-in screen, choose Sign up to create your account.
Open SlipSaver to sign upTill slips are easy to lose and thermal paper can become difficult to read. Capture the whole document as soon as practical, including the supplier details, VAT number, date, totals and any text at the bottom of the slip. Avoid cropped corners, shadows and blurred totals.
| Field | Why it matters | What to check |
|---|---|---|
| Supplier | Identifies who provided the goods or services. | Name, address and VAT number where shown. |
| Date | Places the expense in the correct period. | Watch for OCR confusion between day and month. |
| Total and VAT | Supports the accounting and VAT calculation. | Check inclusive/exclusive totals and decimal points. |
| Line items | Helps separate business and personal purchases. | Review mixed slips line by line. |
| Document type | Determines which invoice checks are relevant. | Distinguish a till slip from a purchase invoice. |
The receipt CSV separates VAT on slip from VAT claimable (est). It also includes VAT status, VAT denied reason, Income tax deductible (est), Income tax treatment and Needs review, alongside the date, merchant and totals. These are fields in SlipSaver’s current export, not a guarantee that a claim is allowed.
See the accountant export guide for how to organise the records and originals. Check the estimates with a qualified professional before filing.
SARS says records should be kept in their original form, in an orderly fashion, in a safe place and open for inspection. Electronic records are permitted subject to the applicable requirements. The general retention period after submitting a return is five years, but audits, objections or unsubmitted returns can extend the period.
A scan is therefore most useful when it is searchable, backed up and connected to the extracted transaction, not when it is one more unnamed photo in a phone gallery.
SlipSaver captures the document, uses AI to extract the fields, and then passes the result to a separate rules engine. The user can review the original, correct the category or business-use percentage, and prepare an accountant export. The claim result remains an automated estimate for review.
Scanning the slip is only the first step. See how to scan slips for VAT, including which document tier applies and why fuel and entertainment need a separate check.