If you’re a small business owner, chances are you’ve got receipts tucked everywhere — the glove box, your purse, the bottom of your laptop bag. It starts with the best of intentions: “I’ll deal with that later.” But later turns into tax time, and suddenly you’re sorting faded paper and guessing what “Lunch – $32.40” was for.

Getting your receipts organized doesn’t have to be complicated. Here are five practical steps to help you tame the paper chaos and keep your books (and your glove box) clear.

1. Designate One Capture Spot

Decide where every physical receipt goes the moment you get it.
It could be a small zip pouch in your vehicle, a pocket in your planner, or a labeled envelope in your bag. The goal is to stop them from scattering.

2. Snap a Photo Right Away

Before you even leave the store, take a quick photo of the receipt with your phone.
Most accounting apps (like QuickBooks, Wave, or Zoho Books) let you upload photos directly. If you’re not using one, create a photo album on your phone called “2025 Receipts.”

3. Choose a Simple Tracking System

Pick one system — digital or paper — and stick with it.
You can use:

• A spreadsheet where you record date, vendor, amount, and category
• Your accounting software’s expense feature
• Or a monthly folder system (digital or physical) labeled “January,” “February,” etc.

Consistency beats perfection.

4. Schedule a Weekly “Receipt Review”

Set aside 15–30 minutes once a week to upload, file, or enter receipts.
Treat it like brushing your teeth — a small habit that prevents big problems later.

5. Keep Only What You Need

Once a receipt is recorded and backed up, you don’t need to hang on to every slip of paper forever. Most digital copies are accepted for tax purposes in Canada — just make sure they’re legible and stored securely.

Getting your expense receipts under control frees up both mental and physical space. No more digging through your glove box or shoebox when your accountant calls.