How to chase receipts by text message

Many small-business clients answer texts faster than email, especially tradespeople and owners who live on their phones. Bookkeepers ask whether it is acceptable to chase receipts that way. Often it is, with a few ground rules.

When texting works

• The client already texts you about the business.
• They are away from a desk most of the day, so email sits unread.
• The receipts are physical: they can snap a photo in the moment.

When email is better

• You need to send a list of several items. A text is a poor place to number things.
• The client prefers email or works at a computer.
• You need a clear written record. Email threads are easier to file with the client's records.

A mix works well: send the list by email, then a one-line text pointing to it ("I sent you a short list for October. A photo reply is fine").

Ground rules

1. Ask first. Get the client's agreement to receive texts and note which number to use. Do it in your onboarding.
2. Use your normal business number, not a personal one, and keep client conversations separate.
3. Do not send financial detail you would not put in an email. Amounts and vendors are usually fine. Account numbers and balances are not.
4. Keep it to business hours. A reminder at 9pm on a Sunday gets a sour reply.
5. Move records into the file. A photo that stays in a text thread is easy to lose. Save it to the client's folder and note the transaction it relates to.

Automated or bulk texting adds rules: in the US, business texting at scale is subject to carrier registration and consent requirements. If you plan to automate, check the current rules with your provider before you start.

Text templates

First ask:
Hi [Name], [Your name] here. Quick one on October: what was the $84.12 at Home Depot on Oct 3? A photo of the receipt is perfect.

Reminder:
Hi [Name], just checking on the 3 items I emailed on [date]. A photo or a one-line answer is fine. Thanks!

Thank-you after a reply:
Got it, thank you. That is matched.

If the client has no receipt:
No problem. Just text me what it was for and I will note it.

How many texts is too many

Two or three over a couple of weeks is plenty. If a client ignores both email and text, switch channel: a 10-minute call is better than a fifth message. The receipt-chasing guide has a full cadence.

Paperwork Butler currently works by email only, because texting adds consent and registration steps we do not want to skip. If texting matters to you, tell us on the contact page.

More guides

• How to Get Receipts From Clients (Without Nagging Every Month)
• Missing Receipt Request Email Template for Bookkeepers
• What to Do When a Client Has No Receipt
• How Long to Keep Business Receipts and Records (IRS Guidance)
• Month-End Close Checklist for Bookkeepers (With the Receipt Step)
• Client Receipt Policy Template for Bookkeepers
• Hubdoc Alternatives for Solo Bookkeepers: How to Choose