How To Upload Receipts to Keep

Keep makes it simple to match receipts with both transactions and payments for efficient expense tracking. This guide will walk you through how to upload receipts via SMS, email, or directly from the Keep dashboard.

By using these methods, you'll ensure that all your business expenses and payments are properly documented and ready for accountant review.

In This Article

1. How To Upload The Receipts
2. Uploading Receipts Via SMS
3. Uploading Receipts Via Email
4. Uploading Receipts from Your Keep Dashboard
5. Final Review 
6. Where can I review receipts?
7. Frequently Asked Questions

Before You Get Started 

To upload receipts, you or your employees must have a Keep corporate card and access to the platform. This will work for all transactions made with your Keep card.  

How To Upload The Receipts 

Please review the receipt image quality and ensure that your transaction details are legible before uploading it. Supported file types:  PDF ,PNG ,JPG ,JPEG.

There are multiple ways to upload a receipt:

• Uploading receipts via SMS
• Uploading receipts via email
• Uploading receipts directly from the dashboard

After a transaction is successfully matched with the corresponding receipt, it will be ready for review by an admin or accountant. 

Uploading Receipts Via SMS

Each time you make a transaction, you will receive an SMS notification. You can respond to the SMS with an image or file of the receipt for the recent transaction.

1. Respond to the SMS with an image or file of the receipt.
2. For multiple transactions, you can bulk upload receipts by sending all images to the same SMS number.
3. The system will detect and match these receipts with the appropriate transactions in the Keep platform.

Uploading Receipts Via Email

For email uploads, download the receipt file to your device first. Do not forward the email directly to Keep.

1. Download the receipt file.
2. Reply to the transaction email: Attach the downloaded receipt file and send it back.
3. Keep’s system will process the emailed receipt and match it to the corresponding transaction.

Important: Always ensure the receipt file is attached to the email you reply to. Forwarding the entire original email with the receipt will not work.

How Do I Know If My Receipt Was Successfully Attached?

You will receive a confirmation that each transaction has been successfully documented with its corresponding receipt.

If any receipts are missing or incorrectly attached, you will be notified, allowing you to take corrective action.

Uploading Receipts from Your Keep Dashboard

You will be notified of any outstanding transactions that require receipts or memos. This will be visible on your Home page under a banner, which serves as a reminder and entry point for managing incomplete transactions. 

1. Click See all on the Home page banner that says ‘You have transactions with missing items that require your attention. See all’.
2. Review the list of transactions needing attention.
3. Add corresponding receipts or memos to each transaction.
4. For multiple receipts, you can drag and drop them.

Please refer to the image above to see how can you upload missing receipts from Keep’s dashboard

You can also manage and manually review each transaction, and attach their corresponding receipts. To do so: 

1. Go to the Transactions page.
2. Click on a transaction to open the detailed view.
3. Attach the receipt or add a memo manually for each transaction.

Where can I review receipts?

If you are an Admin or Accountant, you can view which transactions are pending receipt uploads from the Accounting page, under ‘ waiting for cardholder’. 

Each receipt is marked with a status to show its progress:

1. Missing: No receipt uploaded—requires immediate attention.
2. Not Matched: The receipt is uploaded but needs to be paired with a transaction.
3. Matched: The receipt is attached to the transaction and ready for review.

You can view these statuses in the image below, in the order described above.

For more details on how to sync and categorize transactions, please refer to Integrating Your Keep Account with QuickBooks Online.

Troubleshooting: Common Issues

SMS or Email Upload Issues

• I didn’t receive an SMS after making a transaction: Ensure your phone number is correctly linked to your Keep account. You can check this in your account settings. If the issue persists, contact support.

• The receipt I sent via SMS isn’t being matched to the transaction: Verify that the receipt image is clear and includes all necessary details (e.g., date, total amount). If it’s blurry or incomplete, the system may not be able to process it. You can also try re-uploading the receipt. If the problem continues, reach out to support.

• I sent multiple receipts in one SMS message, and they aren’t matched: Ensure you sent the images in to the correct SMS number. If bulk uploads aren’t working, try sending each receipt separately or upload through the dashboard as a backup.
• I emailed the receipt, but it hasn’t been processed: Check that you replied with the receipt to the correct email address and that the file type is supported (check above). You should recieve an email confirmation if successful upload. If it’s still not working, confirm that your email address is linked to your Keep account.

Frequently Asked Questions

1. Can I upload multiple receipts at once?
   Yes, you can bulk upload receipts either via SMS or through the dashboard. 
2. Does Keep automatically match receipts to transactions?
   Yes, we can automatically detect and match receipts to the corresponding transactions.
3. How will I know if a transaction still needs a receipt?
   A notification banner on your dashboard will alert you to any transactions requiring receipts or memos.
4. Does it work if I text from a CA-based number?
   Yes, transaction texts will arrive, and you can reply if you have a Canadian number. However, if your number is not Canadian (e.g., US-based), you won’t receive these texts at this time.
5. What phone number will the transaction text come from?
   Transaction texts will be sent from a Canadian number: +1 (825) 445-3375.

Need more help?

If you’re still having trouble uploading receipts or have additional questions, feel free to contact our support team at support@trykeep.com. We’re here to assist you!