Overview

BeeKeeper’s receipt management system lets you upload receipts, automatically extract key information using OCR (optical character recognition), and match them to journal entries. Receipts are found under Bookkeeping > Receipts in the sidebar navigation.

Receipts is available on paid and trial plans.

Uploading Receipts

There are two ways to get receipts into BeeKeeper:

Manual Upload

1. Navigate to Bookkeeping > Receipts
2. Click Upload Receipt
3. Drag and drop your file or click to browse
4. Click Upload

Supported file types: PNG, JPEG, HEIC, HEIF, PDF

Maximum file size: 10 MB

Email Submission

You can email receipts directly to BeeKeeper:

1. Navigate to Bookkeeping > Receipts
2. Click Receipt Email to see your organization’s unique receipt email address
3. Send an email with receipt attachments to that address

Each attachment in the email becomes a separate receipt in BeeKeeper. The sender’s email must belong to a user in your organization.

Receipt Scanning (OCR)

After uploading, BeeKeeper automatically scans each receipt using Google Document AI to extract:

• Merchant — The store or vendor name
• Amount — The total amount
• Date — The receipt date

Scan Statuses

You can filter receipts by scan status using the filter bar on the Receipts page.

Receipt Matching

BeeKeeper can automatically link receipts to their corresponding journal entries.

Automatic Matching

After a receipt is scanned, BeeKeeper attempts to find a matching journal entry based on:

• Date: The receipt date must be within 2 days of the journal entry date
• Amount: The receipt amount must be within $0.01 of any line item in the journal entry

If multiple journal entries match, BeeKeeper picks the one with the closest date. Automatic matching also runs nightly at 1:30 AM to catch any receipts that didn’t match initially.

Manual Matching

If a receipt wasn’t automatically matched, you can link it manually from a journal entry:

1. Open any journal entry
2. Click Match Receipt
3. Browse available unmatched receipts showing their date, merchant, and amount
4. Click the receipt you want to link

Re-Matching

If a receipt’s extracted data wasn’t quite right, you can edit the merchant, amount, or date on an unmatched receipt. BeeKeeper will automatically attempt to re-match after you save your changes.

Detaching Receipts

To remove a receipt from a journal entry:

1. Navigate to Bookkeeping > Receipts
2. Find the matched receipt and open it
3. Click Detach from the actions dropdown

You can also detach receipts from the journal entry detail view. Once detached, BeeKeeper will attempt to re-match the receipt automatically.

Managing Receipts

Viewing Receipts

The Receipts page shows all uploaded receipts with their date, merchant, amount, and match status. Use the filter bar to narrow results by:

• Search — Filter by merchant name or source email
• Status — Filter by scan status (pending, scanning, completed, failed)
• Matched — Show only matched or unmatched receipts

Editing Receipt Details

If the OCR didn’t extract information correctly, you can manually update it:

1. Open the receipt
2. Click Edit from the actions dropdown
3. Update the merchant, amount, or date
4. Click Save

Editing an unmatched receipt’s details will trigger a new auto-match attempt.

Deleting Receipts

To permanently delete a receipt:

1. Open the receipt
2. Click Delete from the actions dropdown
3. Confirm the deletion

Deleting a matched receipt will remove its link to the journal entry.