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Balancivo · Money in and out

Add receipts and match them to transactions

Upload or photograph receipts, attach each one to the transaction it paid for, and find larger expenses still missing a receipt.

Who can do this: Owners and bookkeepers.

Add receipts and match them to transactions · 52 sec · shown with a sample organization.
Read the transcript

A receipt shows what an expense bought. Go to Receipts, under Money in and out, to keep them with your books. Drop receipts onto the page, or click Choose files. On your phone, tap Take a photo. Enter the store, the total and the date from the receipt. Changes save as you go. Under Matching transactions, Balancivo lists charges for that exact total, within five days of the receipt. Click Attach next to the right one, and the receipt is linked to that transaction. Matched receipts move to the Attached tab. Now click Missing receipts to see larger expenses that still need one. It starts at seventy-five dollars, the amount the IRS generally asks about. Click Upload receipt next to any of them, pick the file, and it's attached in one step.

A bank statement shows that money left your account. A receipt shows what it bought. Attach each receipt to the bank or card transaction it paid for, so you can find it in seconds if the IRS or your board asks.

Steps

  1. Go to Receipts. It's under Money in and out in the menu. The To match tab is open.
  2. Add your receipts. Drop files onto the page, click Choose files, or on a phone tap Take a photo. You can add several at once.
  3. Fill in the details. On each receipt, enter the Store or vendor, the Total and the Date from the receipt. Changes save when you leave the field.
  4. Pick the match. Under Matching transactions, Balancivo lists money that left your accounts for exactly that total, within 5 days of the receipt date. Click Attach next to the right one.
  5. Search if it isn't listed. Type a store name or amount in the search box and click Search, then click Attach.
  6. Check what still needs a receipt. Click Missing receipts. Choose the Year, and set Expenses of at least ($) (it starts at 75).
  7. Upload one from the list. Click Upload receipt next to an expense and choose the file. It's attached to that transaction right away.

Good to know

  • Photos (JPG, PNG, GIF, WebP, HEIC) and PDFs can be added, up to 10 MB each.
  • The IRS generally requires receipts for business expenses of $75 or more, and for all lodging. Churches often ask for receipts on everything; set the amount to 0 to see every expense.
  • The Attached tab lists matched receipts. Amounts differ means the receipt total and the transaction don't match. Click Detach to unlink a receipt and match it again.
  • Only owners can Delete a receipt file, and deleting removes it from Balancivo for good. Bookkeepers can add, match and detach.
  • Receipts can also come in from your email. See Get receipts from your email.

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