How to organise business receipts by trip, project or company

1. Give each folder a useful name

Start with the reason you will need these records again. “Penang client visit · October 2026” is easier to recognise than “Trip 1”. For repeat work, use a consistent pattern such as client, job and month. Folders organise supporting receipts; they do not create separate accounts or replace your accounting records.

• Use a trip, project or company name that you recognise.
• Add a month or job reference when similar work repeats.
• Avoid placing sensitive client details in names you may share.

2. Add receipts and check their saved details

Open a receipt and tap + at the top to choose a folder or create one. Use Receipts > Folders to manage the group. After scanning, finish the scanner and check the saved receipt details. Compare merchant, receipt date, invoice number and final total with the image; correct any mistakes before marking it verified or exporting.

• Check the final amount, not just the subtotal.
• Check the printed receipt date; the list orders by receipt date, then scan date.
• A verification tick records your check; it does not approve a tax deduction.

3. Read the folder total in context

In Insights, select the folder and check the other active filters. A month, category or claim-type filter can narrow the displayed receipts and spending. If a group appears incomplete, first check those filters, the receipt dates and folder membership. Recorded spending is a total of the selected records, not an approved claim amount.

• Confirm the folder name and selected period.
• Look for receipts outside the chosen month.
• Compare the receipt count as well as the spending total.

4. Export or reorganise without losing the originals

Choose the folder in Export and review the selection summary before creating files. In Receipts > Folders you can reorganise the group or delete the folder. Removing a receipt from a folder, or deleting the folder, removes that grouping only. Deleting the actual receipt is a separate action. Keep a current app backup outside Claim Kira before major housekeeping.

• Check count and total before sharing an export.
• Use All Receipts to find the original after changing a folder.
• Keep backups separate from your accountant’s exported files.

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