BookPilot
1. Open receipt review
In Guided or Everyday view, open Money out, choose View paid purchases, then Review receipt. If you use another view and cannot find receipt review, open Ask BookPilot and ask, “How do I review and save a receipt?”
First Windows guide
Save your first receipt for review.
For a business purchase you have already paid for. Start with the receipt in front of you and check the details before they affect your books.
This guide covers the published Windows early-access app. Live HMRC submissions are disabled. The Android companion is not released yet.
A simple receipt routine
Keep the readable original, then note the merchant, date, total and what the purchase was for. Store the evidence somewhere you can find it from the related record, rather than relying on disconnected copies.
Review your records regularly for missing receipts or unclear details. Check the existing purchase before adding another one, and leave uncertain accounting decisions for review.
Before you start
Open your BookPilot Windows workspace and finish its business setup. Keep a readable receipt photo or the paper receipt somewhere you can find again.
Look for the purchase in your existing records first. If it is already there, check that record rather than adding it again. If you have not paid yet, use the bill workflow instead.
Need the Windows app? Check your download access. Website sign-in checks your download access; this guide starts inside the installed Windows workspace.
2. Copy the receipt details
Enter the shop or supplier in Merchant, the purchase Date, the full total paid in Gross amount and the VAT shown in VAT amount. Gross amount means the total including any VAT.
Use Description to explain what the purchase was for. Do not guess missing VAT or treat this guide as a decision about whether VAT can be reclaimed.
3. Keep the evidence findable
In Receipt reference, enter the photo filename or a clear paper-folder reference. Keep that original evidence safely.
This field records a reference. Typing a filename does not upload or copy the photo into BookPilot.
4. Save for review
Leave Approve and post now unticked. Choose Save receipt review. Wait for BookPilot to confirm that the receipt was saved for review.
Saving for review keeps the receipt waiting for approval. It does not send anything to HMRC.
What does a completed receipt entry look like?
For example, a £24.00 stationery purchase from a local shop on 28 October 2026 could use “Notebooks and printer paper” as its description and “2026-10-28-stationery.jpg” as its receipt reference. Enter VAT only if the receipt shows it; do not calculate or guess a VAT amount from the total.
If one receipt contains both personal and business items, record only the business treatment you can support and keep a note explaining the split. If the same purchase already appears in BookPilot, review that entry instead of creating a duplicate.
What next?
Return to Receipt review queue when you are ready to check the saved details. Approve only when the purchase, evidence and accounting treatment are correct. If you are unsure, ask your accountant before approving.
If saving fails or the outcome is unclear, read BookPilot’s message and check the existing receipts before trying again. Do not add another copy just because the first confirmation did not appear.
Get help from BookPilot support · See the current Founding Access plan
BookPilot product guide
This guide follows the current BookPilot workflow for saving a receipt and preparing it for review.
- See money in, money out, profit and the next task that needs your attention.
- Create and track invoices, review receipts and expenses, and match bank activity to your records.
- Ask BookPilot what a screen means or how to complete a task.
- Keep more than one business in the same account.
- Get every BookPilot feature on one plan, including new features as they arrive.
Available today: Windows early access only. Live filing to HMRC and the Android companion are not available yet.