Receipts to spreadsheet converter for expenses and tax time
A pile of paper receipts, photos on your phone and PDF receipts in your inbox: logging expenses by hand is a chore. Send your todo.is agent the photos, and it reads each receipt, fills in date, merchant, amount, tax and category, flags blurry ones and gives you an expense sheet ready for your report or accountant.
The prompt
- Turn the attached receipts into an expense spreadsheet: [ATTACH THE RECEIPTS]. One row per receipt: Date, Merchant, Description, Category, Payment method, Currency, Net, Tax, Total, Receipt file. Use these categories: [CATEGORIES]. Convert foreign currency to [HOME CURRENCY] in an extra column and say which rate source you used. Flag receipts that are blurry, missing a date or look like duplicates. Add a totals sheet by category and by [GROUPING]. Send me the .xlsx.
What to change
- [ATTACH THE RECEIPTS]: Attach photos, scans or PDF receipts. Dozens at once is fine, or send them to your agent over the week.
- [CATEGORIES]: E.g. "Meals, Travel, Lodging, Office, Software, Fuel, Other" or your company's expense categories.
- [HOME CURRENCY]: E.g. "USD", "EUR" or "GBP".
- [GROUPING]: E.g. "month", "project" or "trip".
Example result
- Receipts to spreadsheet: Q3 2026 expenses
- 47 receipts (39 photos, 8 PDFs) · 2 sheets: Receipts and Totals
- Receipts sheet (sample rows)
- Date | Merchant | Description | Category | Paid by | Cur. | Net | Tax | Total | Total USD | File
- • 02/07/2026 | Bluebird Cafe | Lunch with client | Meals | Card ...4421 | USD | 38.50 | 3.37 | 41.87 | 41.87 | IMG_2290.jpg
- • 14/07/2026 | Metro Fuel | Fuel | Fuel | Card ...4421 | USD | 52.10 | | 52.10 | 52.10 | IMG_2311.jpg
- • 21/08/2026 | Hotel Mirador | 2 nights | Lodging | Card ...4421 | EUR | 196.00 | 19.60 | 215.60 | 233.10 | receipt_mirador.pdf
- • 22/08/2026 | Taxi Lisboa | Airport transfer | Travel | Cash | EUR | 23.00 | | 23.00 | 24.87 | IMG_2402.jpg
- Exchange rates
- EUR receipts converted with the daily reference rate on each receipt date, from a public central-bank rate table. The rate used is in its own column so you can audit it.
- Flags
- • Blurry: IMG_2335, IMG_2338, IMG_2410. Total readable, tax unclear. Retake if your employer needs the tax amount
- • No date: a parking ticket (IMG_2299). Date taken from the photo's file date, highlighted
- • Possible duplicate: Hotel Mirador appears as a photo and as a PDF. Counted once
- Totals sheet
- • Meals: 412.30
- • Travel: 288.65
- • Lodging: 933.40
- • Fuel: 301.75
- • Office: 96.20
- • Software: 144.00
- • Total: 2,176.30 USD
- By trip: Lisbon conference 1,121.80 · Client visits 602.40 · Other 452.10
- This is a working record. Keep the original receipts, which tax authorities and employers usually require.
How to do it with todo.is
- Copy the prompt and set your categories, home currency and how to group totals.
- Snap receipts and send them to your agent on WhatsApp or Telegram as you go, or attach them all at once in todo.is.
- Your agent reads each receipt, fills the columns and flags anything unclear.
- Download the .xlsx at month end. A recurring to-do can collect the week's receipts and send you the updated sheet every Friday.
Tips for a better result
- Photograph receipts the day you get them. Thermal paper fades within months.
- Flatten the receipt and include its top and bottom. The merchant name and the total are where errors happen.
- Use your employer's expense categories in the prompt, so the sheet drops straight into the report.
- Ask your agent to remember the project or trip, then just send photos with a one-word note like "Lisbon".
receipts to spreadsheet converter: FAQ
- How do I turn receipts into a spreadsheet? Send photos or PDFs of the receipts to your agent. It reads date, merchant, amounts and tax from each and builds an Excel sheet with totals.
- Can it read faded or crumpled receipts? It straightens and boosts contrast first. Badly faded receipts may have unreadable fields, which are flagged rather than guessed.
- Does it split out sales tax or VAT? Yes, when the receipt shows it. Receipts without a tax line get the total only.
- Can I use it for my tax return? It gives you an organized record. Check deductibility rules with your accountant, and keep the original receipts.
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