Digitising Receipts in Germany and Sending Them to Your Tax Adviser

Fuel receipts in the glove compartment, till slips in your wallet, and your Steuerberater asking for the month's documents: recording receipts regularly can make preparation easier.

In Germany, it is important to distinguish a useful expense overview from the requirements for bookkeeping, input VAT and record retention. This article concerns German rules, not UK tax requirements.

Why capture receipts early?

Thermal paper can fade with light, heat and friction. Photograph receipts while all the details are still readable. Check that the image is complete and sharp.

What information helps your tax adviser?

Depending on the document and transaction, useful information may include:

• Issue date and merchant name.
• Total amount and currency.
• Tax details shown on the document, where present.
• Type and business purpose of the expense.
• The supporting document itself.
• Steuernummer or USt-IdNr., where required for that particular document.

Not every till slip needs the same information as a full invoice. Under section 33 UStDV, simplified requirements apply to Kleinbetragsrechnungen with a total of up to €250, subject to statutory exceptions. A Steuernummer or USt-IdNr. is not generally among the minimum details listed in that provision.

Possessing a receipt or detecting a tax amount does not automatically make an expense deductible or establish entitlement to input VAT (Vorsteuerabzug). Discuss uncertain cases with your Steuerberater.

A routine with Receiptopus

1. Photograph or upload the document. You can upload several supported image files together.
2. Check after processing. Review and edit supported fields such as merchant, date, total, recorded tax and currency. OCR can make mistakes.
3. Review the category. Correct an unsuitable classification.
4. Select the period and export. Create an Excel, CSV or PDF file and compare important details with the original documents.
5. Share through the agreed process. Ask your adviser which files and documents they need and how to send them securely.

On a computer, sign in to the web workspace with your existing account to edit receipts or export records.

Should you keep original receipts?

Under section 147 AO, the general retention period for Buchungsbelege is eight years. Other documents may have different periods. The period generally starts at the end of the calendar year in which the accounting document arose. Unresolved matters relevant to taxation can require longer retention.

Whether paper originals may be destroyed after digitisation depends on the legal and organisational conditions of the actual process. A photograph or export alone does not automatically meet every requirement.

Receiptopus is not offered as a GoBD-compliant or revision-proof statutory archive. Keep originals when in doubt and agree the procedure with your Steuerberater.

Export download links last 24 hours; receipt-image links within the files expire after one month. They do not replace long-term retention of the documents you need.

Get started

Our Excel, CSV and PDF export guide explains the format options. Receiptopus is available on the App Store and Google Play. Purchase scan credits in the mobile app when needed.

This article is for general information only and is not tax advice.

Official sources

Legal provisions checked: 11 November 2026.

• Section 147 AO: retention of documents.
• Section 33 UStDV: small-value invoices.