How to get receipts from clients without nagging every month

Most clients are not ignoring you. They are busy, and a vague request ("send me your receipts") is easy to put off. These habits make replying easy.

1. Ask about specific transactions

"What was the $84.12 charge at Home Depot on Oct 3?" takes ten seconds to answer. "Please send all October receipts" takes an afternoon, so it does not happen.

2. Let them reply from where they already are

Email replies and photos beat a new portal with a password. Every login step loses people.

3. Set one deadline and say what happens after it

For example: items without a receipt by the 10th go to an uncategorized account, and you will send the list in the monthly package. Many bookkeepers say this stops the endless chase.

4. Send reminders on a schedule

Day 3, day 7 and day 14 is a common rhythm. Automate it so you do not have to feel awkward about the fourth message.

5. Decide which receipts you really need

With a clean bank feed, small recurring charges may not need a receipt. Agree with the client on a dollar threshold.

6. Give them a script

See our email template for requesting missing receipts.

More guides

• Missing Receipt Request Email Template for Bookkeepers
• Hubdoc Alternatives for Solo Bookkeepers