Frequently Asked Questions
Is it possible to transfer my expenses into Sage?
Yes. You can easily create files that are accepted by Sage. This export functionality will remember which expenses you exported the last time so that you don't have to worry about which expenses to transfer.
Do I need a camera phone?
No. If you don't have a camera phone you can still benefit greatly by using a cheap compact digital camera. When you transfer the images from the memory card onto your PC all you have to do is to zip the files into one big zip file and upload that. Alternatively, if you expenses come in via email you can forward the emails into SnapExpense.
Do I need a camera phone with macro mode?
Ideally yes but if the camera phone takes sufficiently sharp images anyway then that is good enough.
How do I upload electronic email receipts?
By forwarding them to SnapExpense's inbound email address. The system will recognize who sends it and will therefore know which account it belongs to. These emails can be HTML formatted and contain images.
Do I need to keep the original receipts?
No. HMRC say that:
"...Records to be kept include records of all receipts and expenses..."
but
"...Your company will not need to keep the original records if all the information they contain
is kept in a legible and acceptable alternative such as on an optical imaging system. However, your
company must keep the original vouchers for tax deducted or for tax credits..."
What happens if, for some reason, I can no longer use the system?
You can always download all your expenses and photos via the Excel download link.
What best practice do you recommend for the photos?
It's a good idea to sign the receipts before you photograph them with your signature or your name. Not only does that help you make sure you know which ones you've photographed, it also means that you can't submit receipts with someone elses signature on.
I can't persuade my boss/accounts to buy this - what shall I do?
Start using it yourself and send them the exported excel files via email - they will soon come to appreciate the benefits