But here's the truth: those tiny bits of paper can make or break your tax deductions, your BAS accuracy, and even your ATO compliance.
The good news? Receipt capture has completely changed the game for small businesses — and it's easier than ever to get started.
What Is Receipt Capture (and Why Should You Care)?
Receipt capture is simply the process of snapping a photo of your receipt and letting your accounting software do the rest. No more manual typing. No more lost paperwork. No more stress at tax time. And a HAPPY BOOKKEEPER.
Behind the scenes, smart OCR (optical character recognition) reads the date, supplier, amount and GST — turning messy paper into clean digital records.
For business owners, that means fewer headaches and more time doing anything other than admin.
The Big Wins: How Receipt Capture Helps Small Businesses
1. You Stay ATO-Compliant Without Lifting a Finger
The ATO requires businesses to keep clear, legible records for five years. Digital copies are totally acceptable — and receipt capture gives you clean, permanent backups of every purchase.
No more "the ink faded" or "it got wet in my ute" excuses. And the platforms are A LOT more searchable than the glove box - search for Telstra and you will get ALL of Telstra.
2. You Save Hours Every Month
Take photo → Done.
Automated data capture slashes manual entry and removes the chance of mis-keyed numbers. For busy owners, that alone is worth its weight in gold.
3. Your Spending Becomes Crystal Clear
With your receipts stored and categorised, you get real-time clarity over where your money is actually going. Better decisions. Better budgeting. Better cash flow.
4. BAS and Tax Prep Stop Being a Nightmare
When your bookkeeper has everything they need — in one place, on time, and already matched to transactions — lodgement becomes smoother, faster, and cheaper. BUT HAPPIER… Trust me there is so much compliance burden on your bookkeeper at the moment, don't make your receipts one of them.
How Receipt Capture Works (It's Shockingly Simple)
- Snap a photo of the receipt on your phone.
- Software reads and extracts the data for you.
- You quickly review and categorise (or let automation do it).
- Your accounting system stores the digital copy for 5+ years.
- You relax knowing you'll never lose a tax deduction again. (Did I mention the Happy Bookkeeper?)
Tools That Make Receipt Capture Easy
If you're in Australia, these are the most popular options:
Built into your accounting software
- MYOB Capture (MYOB Business)
- Xero Expenses
- QuickBooks Online Receipt Capture
Standalone apps
- Dext Prepare - Syncs with the three accounting packages LDG is currently servicing.
- Hubdoc - FREEEEEEEE if you use Xero on all plans.
- Expensify - Multi employee workflows.
- Shoeboxed - Really simple.
Pick one that integrates cleanly with your existing setup — that's the real magic. There are A LOT more, these are the first few in Google.
Pro Tips for Getting It Right
- Capture receipts immediately.
- Set up automation rules for common suppliers.
- Train your team on a simple "snap & submit" process.
- Review weekly to keep everything tidy.
- Back it up (your accounting software usually does this automatically).
Small habits = huge time savings.
The Bottom Line
Receipt capture isn't just a handy tool — it's a must-have for small businesses that want clean books, accurate BAS lodgements, and less stress all year round.
A few taps on your phone today could save you hours each month and hundreds in missed deductions.
