Organize receipts digitally: the receipt folder by month

What goes into the receipt folder

The receipt folder is for everything your tax advisor asks for each month: invoices from suppliers and tools, receipts, bank and PayPal statements, contracts. If you upload documents as they arrive, the month is complete at the end and you do not have to search through mailboxes.

The steps in Merchavio

Screenshots from Merchavio with sample data. The coloured frame shows where to click.

1. 1

   Open Bookkeeping

   Open Bookkeeping (under More in the sidebar). The Receipts tab shows the year with one chip per month; months with documents are marked.

   
2. 2

   Open a month

   Click a month in the list or its chip at the top. The month opens and shows its folders Income, Expenses and For the tax advisor, plus your own folders.

   
3. 3

   Upload a document

   Open a folder and click Datei hier ablegen at its end. PDFs and images up to 25 MB are accepted. For Income and Expenses you then enter supplier, gross amount, VAT rate and category; for For the tax advisor only a name.

   
4. 4

   Find and correct a document

   Click a document to see it on the right with all details, or use the search field. To correct a value, click Edit at the top right and then the value in the preview; Fertig ends the edit mode.

5. 5

   Download the month as a ZIP

   The download icon in the month row loads the month as a ZIP file: all documents in their folders plus Übersicht.csv with date, supplier, category, amount, VAT and the totals for income, expenses and balance. The table opens directly in Excel.

   

Tips from practice

• Name bank statements clearly. If the file name or label contains "Kontoauszug" or "bank statement", Merchavio recognises the statement. Your tax advisor can only download a month once it is there.
• Use your own folders for recurring topics such as travel costs. In the ZIP the documents stay in these folders; whether they count as income or expense is in the CSV.

Common mistakes

• Entering the net amount. Merchavio asks for the gross amount including VAT; the VAT rate you choose determines the input VAT.
• Uploading the same invoice twice. A second copy (same supplier and amount within three days) is hidden in the list and only shows up in Edit mode, where you can delete it. Merchavio deletes nothing automatically.

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