How to organise business receipts by trip, project or company
A practical Claim Kira folder workflow for Malaysian small businesses: name a group, add receipts, check spending and keep original records intact.
Read the guide →How to export receipts to Excel, PDF and images for your accountant
Quick answer
Claim Kira’s Proof Pack puts an Excel summary, PDF receipt details and original receipt images into one ZIP. Use Export to select the records you need, check the count and total, then share the generated file through a channel agreed with your accountant. Receipt Only creates an image export instead. These are exported files, not access to a live shared ledger.
1. Decide what this handoff needs to cover
Start with a clear purpose: a monthly bookkeeping handoff, one work trip or a client project. In version 1.0.5, the year, month, category and folder rows let you check the options to include. The selected filters work together. Choosing a folder and a month includes matching receipts in that folder and period; it does not automatically include every receipt from both groups.
- Check the year as well as the month.
- Select the required folders or categories.
- Use the selection summary to confirm the scope, especially when several filters are active.
2. Review the receipt fields before creating files
Open records that need attention and compare the saved details with the receipt image. Check merchant, date, invoice number and final total. A service charge, SST amount or subtotal can differ from the final amount paid. Correct errors, consider suspected duplicates and mark the receipt verified after your check. Verification does not decide whether an expense is deductible.
- Check any Need Review records in the chosen scope.
- Confirm the Include Need Review choice before exporting.
- Compare the receipt count and export total with the group you intended.
3. Choose Proof Pack or Receipt Only
Use Proof Pack when the recipient needs a structured summary alongside the supporting images. The ZIP contains an Excel summary, a PDF with receipt details and the original images. Use Receipt Only when images are sufficient for the recipient’s workflow. Generation opens the iPhone share options; choose a destination deliberately. Creating a file does not mean it has been sent.
- Confirm with the accountant which format they want.
- Check the generated file name and intended destination.
- After saving, open the ZIP and spot-check a receipt, its PDF details and the summary.
4. Keep the handoff separate from your app backup
Give the export a clear context when you share it, such as company, project and period. Keep the file in a location you can find again. A Proof Pack is for a records handoff; it is not a replacement for a restorable Claim Kira backup. It is also not a validated LHDN e-Invoice or a tax return. Let your accountant confirm categories and tax treatment.
- Share through an agreed channel and confirm receipt.
- Retain a current app backup outside Claim Kira.
- If you change the records later, tell the recipient which export is current.
| File | Purpose |
|---|---|
| Excel summary | Review the selected receipt rows and recorded amounts. |
| PDF details | Compare saved fields with the receipt images. |
| Original images | Keep the supporting receipt evidence with the handover. |
Related receipt guides
How to back up your iPhone receipts in Claim Kira
Save a restorable Claim Kira backup outside the app, understand how it differs from a Proof Pack, and prepare before replacing your iPhone.
Read the guide →Product workflow guidance from Mix Century Services Sdn Bhd, the developer of Claim Kira. Example folders are illustrative. Claim Kira does not approve tax deductions, issue validated e-Invoices or file tax returns. Confirm accounting treatment with your accountant.