Help centre → Getting started

How to upload a receipt from your phone

Updated 14 Oct 20253 min read

Snap it, forward it, or drop it in. Qantori pulls out the numbers, files it against the right expense category, and stores it for the statutory six years. You don't need to think about it again.

We know receipts are the most annoying part of running a business. So we built four ways to capture them. Use whichever fits the moment.

1. The app

When you're handed a paper receipt (coffee, taxi, hardware), open the Qantori app and tap + Capture at the bottom. The camera has a guide frame: line up the edges and it shoots automatically once the receipt is flat and in focus.

You'll see the OCR result within about 4 seconds: merchant name, total, VAT breakdown (if applicable), and a guess at the expense category. Tap Looks right to confirm, or edit any field. We learn from your edits.

Accountant's tip

If the receipt is long (like a supermarket shop), roll it out on a flat surface and shoot it in two frames. The app stitches them automatically.

2. Email forwarding

Every Qantori account has a dedicated forwarding address. Forward any PDF, image, or email invoice to that address and it lands in your queue within a minute.

  1. Save the address to your email contacts as “Qantori receipts” so you can forward with autocomplete.
  2. You can forward the raw email; there's no need to download the attachment first. We handle PDF, JPG, PNG, HEIC, and most embedded-image invoices.
  3. If the merchant emails you monthly (Xero, AWS, Google Ads), you can set up an auto-forward rule. We'll de-duplicate across the month.

3. WhatsApp

Message your Qantori receipts inbox on WhatsApp with a photo and it'll be processed like any other capture. Useful when you're mid-meal and the paper receipt is going to go through the wash.

What we pull out automatically

  • Merchant name and address
  • Gross total, net total, and VAT (if the merchant is VAT-registered)
  • Date of transaction
  • Best-guess expense category (editable)
  • Payment method if shown on the receipt

4. Drag-and-drop on desktop

On the web app, open Documentsand drag any file (or a folder of files) into the drop zone. You can upload up to 200 at once, handy for end-of-month batches or when you're catching up.

Do I still need to keep the paper?

No. HMRC accepts digital records, and we store yours in an encrypted, audit-trail-preserved format for the statutory six years. Throw the paper away once you see the checkmark on the receipt in your app.

Exceptions: if the document is a legal original (share certificate, signed lease, certified copy of a passport), keep the paper. For everything else, digital is fine.

Was this helpful?