Uploading Receipts

Store and organize your receipts digitally for SARS compliance and easy retrieval.

Overview

SARS requires you to keep records and receipts for at least 5 years. ProcessX makes this easy by storing your receipts digitally and linking them to expenses.

Why Upload Receipts?

SARS Compliance: Proof of deductible expenses
Audit Protection: Evidence if you're ever audited
Never Lose Receipts: Digital copies don't fade or get lost
Easy Search: Find any receipt instantly
AI Extraction: Automatically extract expense details

How to Upload Receipts

Method 1: When Adding an Expense

Click Add Expense

Fill in expense details

Click Upload Receipt or drag and drop

Select your file

Save the expense

Method 2: Document Analyzer

Go to Documents > Analyze

Upload receipt image or PDF

ProcessX extracts details automatically

Review and approve the expense

Method 3: Bulk Upload

Go to Documents > Approval Queue

Click Upload Multiple

Select several files at once

Process each one individually

Supported File Types

Format	Maximum Size	Notes
JPEG/JPG	10 MB	Photos from phone
PNG	10 MB	Screenshots, scans
PDF	10 MB	Digital invoices

Tips for Quality Uploads

Taking Photos

Good lighting: Avoid shadows on the receipt
Flat surface: Place receipt on a flat, contrasting background
Full capture: Ensure all text is visible
Stable camera: Avoid blurry images
Upright orientation: Keep receipt straight

Scanning

300 DPI minimum: Higher quality means better AI extraction
Black and white: Often clearer than color for text
Single page PDFs: One receipt per file is ideal

What Should Receipts Show?

For SARS compliance, receipts should include:

Vendor name and VAT number
Date of purchase
Description of items/services
Amount including VAT
VAT amount (if applicable)

Tip: If a receipt is fading, photograph it immediately before it becomes unreadable.

Receipt Organization

ProcessX automatically organizes receipts:

By Date: Sorted chronologically
By Category: Grouped with expense type
By Vendor: Searchable by supplier name
By Amount: Filterable by value

Viewing Attached Receipts

To view a receipt:

Go to Expenses

Click on any expense

Click on the receipt thumbnail

View full-size image or PDF

Replacing a Receipt

If you uploaded a wrong file:

Open the expense

Click Edit

Remove the current receipt

Upload the correct file

Save

Storage and Retention

5 Year Retention: ProcessX stores receipts as long as you need
Secure Storage: Encrypted cloud storage
Backup: Multiple redundant copies
Export: Download anytime for your records

SARS Requirements

SARS accepts digital copies of receipts provided:

They're legible and complete

Original information is preserved

They can be produced on request

They're stored securely

ProcessX meets all these requirements.

Last updated: March 2025