How do you attach a receipt to a transaction in Xero?
Open the spend or receive money transaction, attach the receipt file from your device or Xero's files library, and save. Or photograph the receipt in Quenta and let it create the transaction with the image already attached.
Quenta5 min read
Short answer: in Xero you attach a receipt by opening the transaction it belongs to, choosing the option to attach a file, and picking the image or PDF from your device or from Xero's files library. Xero Central says files can be attached to spend and receive money transactions. If you would rather not do that one receipt at a time, photograph the receipt in Quenta: it reads the receipt, creates the spend-money transaction in Xero and attaches the original image in the same step.
This describes a workflow, not accounting or tax advice. Menu names in Xero change from time to time, so the article linked above is the one to follow if a button has moved.
Which Xero transactions can have a receipt attached?
Spend money and receive money transactions can. Xero Central's guide to attaching a file to a transaction is the source for the current list and for file size and type limits, which Xero can change. Check it before you bulk-upload anything unusual, such as a very large scan.
A receipt for something the business paid for with its own card belongs on a spend money transaction against that bank account. That is the transaction type this article is about.
How do you attach a receipt to an existing transaction?
Open the transaction, use the attach files option, and choose the file. In practice:
- Find the spend money transaction, or create one with the supplier, date, total, account and tax rate.
- Choose the attach files option on that transaction.
- Pick the receipt from your device, or from Xero's files library if you uploaded it there earlier.
- Save the transaction and check that the file shows against it.
Do this from the Xero web app on a computer, or from Xero's phone app if the receipt photo is on your phone. The steps are the same idea in both. For the exact screens, follow Xero Central.
What if the transaction came in from the bank feed?
A bank feed line is not yet a spend money transaction with a receipt behind it. Xero's guide to reconciling your bank account says each statement line is matched to an existing transaction or one you create during reconciliation. So you have two choices:
| Route | What you do |
|---|---|
| Attach at reconciliation | Create the transaction for the bank line, then attach the receipt file to it |
| Attach before reconciliation | Create the transaction with the receipt on the day you pay, then match the feed line to it |
The second route is the one that stops receipts piling up, because nothing is left to hunt for later. There is more on it in stopping receipts piling up before reconciliation.
How does Quenta attach the receipt for you?
Quenta turns a photograph of a receipt into a posted Xero transaction with the original image attached. Its help guide to how it works describes four steps:
- You photograph the receipt, upload an image or PDF, or forward an emailed receipt.
- Quenta reads the merchant, date, total, currency and VAT details.
- It applies the account you chose for that kind of purchase before, if you ticked Remember this choice.
- It creates an authorised spend money transaction in Xero and attaches the original image or PDF.
Nothing is attached by hand. If a detail is unclear, the receipt waits in Review with the problem in plain words, and Quenta does not post a guess. The scan a receipt guide covers the capture itself: one receipt at a time, the full receipt inside the frame, total and date sharp, no glare.
What makes the attached image useful later?
An attached image helps only if you can read it. Three things decide that:
- The total, the date and the supplier are legible. A folded corner or a thumb over the total defeats the point of keeping it.
- A long receipt is captured whole. Move the phone back far enough to include both ends.
- Emailed receipts stay as the original file. Forward the email or upload the PDF rather than taking a screenshot of it.
If you are VAT registered, the file also has to carry the detail HMRC needs. HMRC's VAT Notice 700/21 covers what to keep.
What are the limits?
Quenta only works with Xero. Xero can refuse changes to a reconciled transaction or to a locked period, and when that happens Quenta shows Xero's reason and leaves the record as it was. Foreign-currency receipts are posted without VAT, and Quenta does not decide whether you can reclaim VAT on a purchase.
Quick answers
Can I attach more than one file to a transaction? Xero Central sets the limits on file numbers and sizes, so check its guide before relying on a number from anywhere else.
Does the attachment stay with the transaction? Yes, it is attached to that transaction in Xero, so it is found from the same place as the amount it supports.
What does Quenta cost? Quenta has a free plan with 10 receipts a month. Quenta Pro is £6 per user a month, tax included, with up to 350 receipts a month under fair use. See the pricing page.
To get receipts into Xero with the image attached and no typing, see receipt scanning for Xero. Try it today.
Quenta is an independent app from We UC Ltd. Xero is a trademark of Xero Limited. Quenta is not affiliated with or endorsed by Xero.