Getting StartedLast updated 14 September 2026

Store and manage expense receipts

Keep proof photos and PDFs for expenses and asset purchases — upload on record, add later, or download a period pack for your accountant.

What this guide covers

ZoboLedger can store receipt photos and PDFs on expense and asset (CAPEX) entries — optional proof if NRS asks about your records. Sales receipts are handled separately; see Issue NRS B2C receipts.

Which entries get stored

Receipt storage applies to expenses and asset purchases only. Sales, liabilities, and equity entries do not use the receipt vault.

When you send a receipt photo to record an expense, the image is saved on that ledger row automatically after you confirm.

Upload on record

  1. Take a clear photo of the slip (or send a PDF).
  2. Send it in your ZoboLedger WhatsApp chat.
  3. ZoboLedger extracts the amount, date, and vendor where possible.
  4. Tap Yes, Correct to confirm. The footer shows Receipt saved · NRS 6 yrs when the file is stored.

Recording with a photo uses 0.07 credits per entry (same as other receipt-photo bookkeeping).

Add a receipt later

Receipts are optional. If you recorded without a photo:

  • On the confirmation message, tap Add receipt, then send the photo or PDF — you can do this before or after Yes, Correct.
  • For a draft, open Pending → Edit → Add receipt.
  • For a saved entry, send History with the reference (for example History GH-20260623-2), then tap Add receipt (or View receipt / Replace receipt if a file is already stored).

Supported formats: JPEG, PNG, WebP, and PDF.

View or replace a saved receipt

Open the entry with History and the reference number:

  • View receipt — get the stored file back in chat (very large files may direct you to Reports instead).
  • Replace receipt — swap the stored file for a new photo or PDF.

Download a period pack

On Premium, send Reports and choose Expense receipts to download a ZIP of all saved slips for the period you pick. Each file is named by reference where available, with an index CSV inside.

Very large packs are sent as a download link instead of a WhatsApp attachment. See Download reports and tax exports for the full reports menu.

Retention

Stored receipts are kept for NRS audit defence while your account is active. They are not included if you request account erasure.

For day-to-day recording, see How to record sales and expenses.

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