IRS receipt requirements: What to keep and for how long

Keeping receipts isn’t just busywork. It’s how you stay compliant and protect your deductions when the IRS comes calling. With clear documentation, you can show what you spent, when, where, and why, and keep more of what you earn at tax time.

Whether you track expenses manually or use software, understanding IRS receipt requirements helps ensure your records stand up to scrutiny if you’re ever audited.

What are the IRS receipt requirements?

A valid business receipt is any document that proves you made a business purchase. The IRS accepts physical receipts, digital copies, credit card statements, and bank records as proof of your deductible expenses. You need documentation that shows what you bought, when, where, and how much you paid.

The general rule is simple: Keep documentation for every business expense you plan to deduct. Receipts serve as your evidence that transactions actually occurred and were legitimate business expenses. Without them, you’re asking the IRS to take your word for it. They won’t.

Receipts differ from invoices and other supporting documents in important ways. An invoice requests payment for goods or services, while a receipt confirms payment was made. Supporting documents such as contracts or purchase orders add context but don’t replace receipts. You need the actual proof of payment for IRS receipt compliance.

The $75 receipt rule

The IRS requires receipts for any single business expense of $75 or more. This threshold applies to most purchases, from office supplies to client dinners. Once you pass that amount, you must have a receipt to claim the deduction.

Expenses under $75, such as a single meal during a business trip, still need documentation—but not necessarily a detailed receipt. You can use credit card statements, bank records, or written logs to support smaller purchases. The IRS wants proof that these expenses happened and were business-related, regardless of the amount.

There are some exceptions to the $75 rule. Lodging expenses require receipts no matter the cost. Transportation costs without receipts, such as parking meters or tolls, can be documented in a written log. There are also special rules for travel-related expenses that are worth reviewing separately.

Required information on receipts

The IRS expects certain information on every receipt you keep for tax purposes. Your receipts must include the following elements:

• Date of transaction: Proves when the expense occurred and helps establish that it falls within the correct tax year
• Amount paid: Shows the exact cost and matches your claimed deduction
• Vendor name: Identifies who you paid and adds legitimacy to the purchase
• Description of goods or services: Demonstrates that the expense was business-related and helps categorize the deduction properly

A restaurant receipt showing the date, restaurant name, itemized meals, and total payment is acceptable. A handwritten note saying “lunch $50” is not. Credit card receipts without vendor details or purchase descriptions also won’t meet IRS receipt compliance requirements.

Types of business expenses that require receipts

Different expense types have their own IRS documentation rules. Knowing what the IRS expects for each category helps you stay compliant and maximize your deductions.

Travel and transportation

Lodging expenses require receipts regardless of cost. Hotels, Airbnb rentals, and other accommodations need detailed documentation that shows the dates, location, purpose, and amount paid. Keep every hotel folio and booking confirmation for your records.

Vehicle expenses follow different rules depending on your tracking method. If you use actual expenses, save receipts for car costs such as gas, maintenance, repairs, and insurance. For the standard mileage rate, maintain a detailed log with dates, destinations, business purposes, and miles driven for each trip.

Air travel and ground transportation also need thorough documentation. Keep boarding passes, flight receipts, and airline confirmation emails. Taxi, rideshare, rental car, and public transportation expenses all require receipts or digital payment confirmations showing the amount and service provider.

Meals and entertainment

Business meals are currently 50% deductible for most situations. Meals for company-wide events such as holiday parties and summer picnics are 100% deductible. Track these percentages carefully when calculating your tax deductions.

Documentation goes beyond receipts for meal expenses. You must record the business purpose of each meal, what business topics you discussed, and why the expense was necessary. Without this context, the IRS may reject your deduction even with a valid receipt.

Note who attended and their relationship to your business on every meal receipt. Include names, companies, and how each person relates to your operations. This detail proves the meal had a legitimate business purpose rather than being personal entertainment.

Office supplies and equipment

Capital expenses are treated differently than regular supplies. Equipment costing more than a certain threshold must be depreciated over several years rather than deducted immediately. Supplies such as paper, pens, printer ink, and cleaning materials can be deducted in full when purchased.

Technology and software purchases need detailed receipts showing exactly what you bought. Computer hardware, business software, and digital tools all qualify as deductible business expenses. Keep license agreements and payment receipts for everything from laptops to cloud storage.

Subscription services require ongoing documentation throughout the year. Monthly or annual payments for software, professional memberships, industry publications, and business tools add up quickly. Save receipts or payment confirmations for each billing cycle to support your total annual deduction.

How long should you keep business receipts?

The general guideline is to save receipts for three years from the date you filed your tax return. This covers the standard audit period when the IRS can review your tax filings, and it’s the timeframe most businesses follow for routine expenses.

Some situations demand longer retention periods. Keep receipts for seven years if you filed a claim for worthless securities or bad debt deductions. Employment tax records need four years of retention. Property and asset records should be kept for at least three years after you sell or dispose of the item.

Organize your receipts by tax year to make retrieval easy. Create separate folders or digital files for each year’s expenses and label them clearly. Group receipts by category within each year, such as business travel, meals, and supplies, so you can quickly find what you need during tax prep or an audit.

Staying organized makes the next step—digital storage—simpler and more secure.

Digital vs. physical receipt storage

The IRS fully accepts digital copies of receipts as valid documentation. Scanned receipts, photos, and electronic records carry the same weight as paper originals, so you can store everything digitally once you’ve created clear, readable copies.

Digital receipts must be legible and contain all required information. Scan or photograph receipts at a resolution high enough that dates, amounts, vendor names, and descriptions remain clear. Store files securely and create regular backups to protect against data loss during the required retention period.

What happens if you don’t have receipts?

Missing receipts during an IRS audit can cost you dearly. The IRS may disallow deductions you can’t substantiate, which means you’ll owe additional taxes, interest, and possibly penalties. Without proper documentation, you’re at the mercy of the auditor’s judgment about what expenses seem legitimate.

If you don’t have receipts, there are still ways to verify your expenses.

Acceptable receipt alternatives

The IRS accepts several types of documentation when original receipts are unavailable or lost:

• Bank and credit card statements: Show the date, amount, and merchant for each transaction, proving payment occurred and providing basic details
• Cancelled checks: Demonstrate payment was made to a specific vendor on a particular date, though they lack details about what was purchased
• Written logs and real-time records: Document expenses made at the time they occurred, including details such as business purpose, location, attendees, and expense nature

These alternatives work best when combined with other supporting documentation to build a complete picture of your business expenses.

Receipt requirements for cash transactions

Cash transactions require extra documentation because they lack the automatic paper trail of credit cards or checks. The IRS expects you to record cash expenses immediately, noting the date, amount, vendor, and business purpose in a written log or expense tracker.

Keep any receipts vendors provide, no matter how small the purchase. Without this documentation, cash expenses become nearly impossible to verify during an audit, making them easy targets for disallowance.

The Cohan Rule

The Cohan Rule allows you to claim deductions based on reasonable estimates when records are missing. Named after a 1930s court case, this rule lets the IRS approve deductions if you can prove the expense occurred and provide a credible estimate of the amount.

This rule has significant limitations and doesn’t apply to all expenses. Travel, meals, entertainment, and listed property expenses require strict substantiation regardless of the Cohan Rule. The IRS uses this provision sparingly and expects you to make good-faith efforts to reconstruct accurate records first.

For example, a business owner who lost receipts in a flood might use bank statements and calendar entries to demonstrate that regular client meetings occurred. The IRS could allow meal deductions based on reasonable estimates of typical restaurant costs in that area. However, the approved amount will likely be lower than what they actually spent.

Common audit scenario: Missing receipt documentation

Small business owner Sarah faced an IRS audit after claiming $18,000 in meal and entertainment expenses. She had credit card statements but lacked detailed receipts for most transactions. The auditor requested documentation showing business purposes, attendees, and relationships for each meal expense.

Sarah could only produce complete documentation for about 40% of her claimed meals. Her credit card statements proved she spent money at restaurants, but without business context or attendee information, the IRS disallowed $10,800 in deductions. The missing receipts cost her $3,240 in additional taxes plus penalties and interest.

The audit also revealed bigger problems with Sarah’s recordkeeping system. She stored business receipts in a shoebox without organization by date or category. Several receipts had faded completely, making them unreadable. Her lack of a consistent documentation process extended the audit timeline and increased her professional fees for representation.

Sarah’s experience highlights why proper receipt management matters beyond just keeping paper. She learned to photograph receipts immediately after meals, note business discussions on the back, and upload everything to cloud storage within 24 hours. This new system takes five minutes per expense but protects thousands in legitimate tax deductions.

Common challenges in IRS receipt management

Even the most diligent business owners can fall into common traps when managing receipts for tax purposes. Here are a few pitfalls to avoid:

• Failing to maintain timely and accurate records: Delaying receipt tracking leads to forgotten transactions and misplaced documentation. Use accounting software that records and categorizes expenses automatically.
• Incomplete receipt information: Every receipt should clearly show the date, amount, place of purchase, and business purpose. Add brief notes for large expenses like travel or meals.
• Mixing personal and business finances: When accounts are mixed, proving which expenses are business-related becomes difficult. Keep business finances separate with dedicated accounts and cards.
• Poor organization and storage of receipts: Paper receipts fade or get lost, and scattered digital files waste time. Digitize receipts immediately and store them securely in the cloud by year and expense type.
• Overlooking small expenses: Keep a complete record of all business receipts, big or small, to avoid discrepancies when determining your tax liability

Being aware of these challenges helps you set better practices and avoid unnecessary complications with tax authorities.

Best practices for receipt management and compliance

Setting up a receipt organization system saves time during tax season and audits. Choose one central location for all receipts, either a physical filing system or cloud storage, and stick with it. Create clear categories that match your expense types and make retrieval simple when you need specific documentation.

Monthly reconciliation keeps records accurate and helps catch problems early. Review all receipts against bank and credit card statements each month to spot missing documentation or duplicate entries. This regular check-in prevents year-end scrambles and gives you time to request missing receipts from vendors.

Training employees on receipt requirements protects your business from compliance issues. Teach staff what information receipts must contain, how quickly to submit expenses, and where to store documentation. Clear expectations help everyone follow the same standards and reduce errors in expense tracking.

Digital receipt management tools

The right receipt tracking app can simplify your documentation process and improve accuracy. Look for these key features when choosing business receipt management software:

• Automatic data capture: Uses OCR technology to extract dates, amounts, vendors, and descriptions from photos, eliminating manual data entry
• Cloud backup and storage: Keeps receipts secure and accessible from anywhere while protecting against loss or damage
• Expense categorization: Sorts receipts into tax-deductible categories automatically based on vendor or expense type
• Multi-user access: Allows employees to upload receipts and managers to review expenses within the same platform

Integration with your accounting software eliminates double entry and keeps financial records synchronized. Direct connections between receipt apps and platforms such as QuickBooks or Xero automatically import expense data. This setup reduces errors and provides real-time visibility into business spending across all categories.

Creating a receipt policy for your business

A written receipt policy sets clear expectations and keeps everyone accountable for proper documentation. Your policy should include these essential elements:

• Required receipt information: Specifies exactly what details receipts must contain—date, amount, vendor, description, and business purpose
• Submission deadlines: Sets timeframes for when employees must turn in receipts, typically within 30 days of the expense
• Approved expense categories: Lists which types of expenses are reimbursable and any spending limits that apply
• Digital documentation standards: Defines acceptable formats for receipt photos or scans and minimum quality requirements

Employee reimbursement procedures should outline how expenses are submitted, who reviews and approves them, and when employees can expect reimbursement. Include examples of properly documented expenses to eliminate confusion about expectations.

Enforcement and compliance monitoring keep your policy effective over time. Regular audits of expense reports catch issues before they become habits. Address violations promptly and consistently, whether through coaching or formal consequences. Track compliance rates to identify areas where additional training might help.

How Ramp automates IRS-compliant receipt collection and storage

Missing receipts during tax season can trigger IRS audits and disallowed deductions, yet most businesses still rely on employees to manually submit and organize paper receipts. You’re constantly chasing documentation, dealing with faded or lost receipts, and scrambling to meet IRS requirements that mandate receipts for all business expenses over $75.

Ramp’s expense management software transforms receipt management into an automated, IRS-compliant process. The platform’s mobile app lets employees capture receipts instantly by snapping a photo at the point of purchase. Optical character recognition (OCR) technology automatically extracts key IRS-required information including vendor name, transaction date, amount, and expense description, eliminating manual data entry while ensuring all necessary details are captured.

The system automatically matches receipts to corresponding card transactions, creating a clear audit trail that satisfies IRS documentation requirements. When an employee makes a purchase with their Ramp card, the platform sends an immediate push notification requesting receipt upload. If they forget, automated reminders follow until the receipt is submitted, preventing the accumulation of missing documentation that causes compliance headaches.

For businesses concerned about long-term storage, Ramp maintains all receipts in a secure, searchable digital archive that meets IRS record-retention standards. You can instantly retrieve any receipt from previous years, complete with transaction details and approval history. The platform also flags transactions over $75 that lack proper documentation, helping you stay compliant before issues arise.

This automated approach doesn’t just ensure compliance—it eliminates hours of manual receipt management while giving you confidence that your expense documentation will withstand any audit scrutiny.

Receipt management is simple with Ramp

Manual receipt management drains valuable time from your business. With Ramp’s intelligent automation, you’ll never worry about IRS compliance again.

Beyond automated collection and storage, Ramp reimagines your entire expense workflow with features such as customizable approval chains, real-time spending insights, and seamless accounting integrations. The platform grows with your business, from startup to enterprise, ensuring your receipt management stays effortless at any scale.

Ready to simplify your receipt management? See a demo to learn how Ramp can transform your expense processes.