Scanning Receipts via WhatsApp

Scanning receipts with Penny via WhatsApp

One of the simplest ways to keep your records HMRC-compliant is to photograph your receipts and send them to Penny on WhatsApp. She'll extract the details, match them to your bank transactions, and store them securely — all in seconds.

How to scan a receipt

1. Open your WhatsApp conversation with Penny.
2. Take a clear photo of the receipt. Make sure the entire receipt is visible, the text is legible, and the image is well-lit. Avoid shadows and creases where possible.
3. Send the photo to Penny. You can add a message for context (e.g., "Client lunch" or "Van parts"), but it's not required.
4. Penny processes the receipt. Within a few seconds, Penny will reply with the details she's extracted.

What Penny extracts

Penny uses optical character recognition (OCR) combined with AI to pull out key information:

• Merchant name — Who you paid
• Date — When the purchase was made
• Total amount — The amount paid, including VAT if shown
• VAT amount — Separated out if the receipt shows a VAT breakdown
• Line items — Individual items listed on the receipt (where legible)
• Payment method — Card type or cash, if shown

Penny will confirm what she's found and ask you to verify if anything looks off. You can correct details by simply replying with the right information.

Automatic transaction matching

If the receipt matches a transaction from your bank feed, Penny will link them automatically. She matches based on:

• Amount (exact or near-match, accounting for rounding)
• Date (within a few days, to account for card processing delays)
• Merchant name (if the bank reference matches the receipt merchant)

If Penny finds a match, she'll say something like: "I've matched this receipt to your £34.50 card payment at Toolstation on 15 February. All linked up."

If there's no match — for example, if you paid in cash — Penny will create a standalone expense record and ask you to categorise it.

Tips for better receipt scanning

• Photograph receipts as soon as you get them. Thermal paper fades over time, and faded receipts are harder for OCR to read.
• One receipt per photo. Sending multiple receipts in a single image can confuse the extraction.
• Lay the receipt flat. A flat, well-lit receipt on a plain background gives the best results.
• Include the full receipt. Make sure the merchant name at the top and the total at the bottom are both visible.
• Send a note for cash payments. If you paid in cash, tell Penny so she knows not to look for a bank match.

Bulk receipt scanning

If you have a stack of receipts to process, you can send them one after another. Penny will process each one in order and confirm as she goes. There's no limit to the number of receipts you can scan per day.

What about email receipts?

For digital receipts you receive by email, you can forward them to your unique Accounted email address (found in Settings > Receipts) or simply screenshot and send via WhatsApp. Penny handles both formats.