> ## Documentation Index
> Fetch the complete documentation index at: https://manual.risegroup.eu/llms.txt
> Use this file to discover all available pages before exploring further.
# Sending Receipts: What Makes a Receipt Count
> What a valid receipt looks like, how to send it in, and the few cases where you need to add a line of context.
Most receipts need nothing added. Send the receipt and the AI codes it — you don't have to name an account or a cost centre.
This page covers two things: what makes a receipt valid for the books, and the few cases where you need to write a line of context with it.
## How to send a receipt
Receipts go to your company's **Magic Box address**, built from your company registration number with no hyphens or other punctuation — for example [**magicbox+1234567@risegroup.eu**](mailto:magicbox+1234567@risegroup.eu). A paper receipt can also be photographed straight from the app: **Expenses and travel claims → Add expense**.
**Capture the receipt the moment it exists** — at the till, when you pay the restaurant bill, in the taxi. That way it can't go missing and it reaches the books immediately. Done on the spot it takes half a minute; left until month-end it becomes a chore, with some of the receipts already gone.
Download the PDF from the web shop or the service's billing page, or forward the email the receipt arrived with. **Don't photograph the screen and don't print a PDF to photograph it** — the original file is always sharper than a picture of it.
Photograph the whole receipt straight from above, in good light, with every line readable.
If the expense type needs context, write it in the email. On a paper receipt you can also write it by hand before photographing.
When a receipt comes with context, send **one receipt per message** so the details attach to the right receipt. Otherwise separate them clearly enough in the message that the AI can tell which note belongs to which receipt.
## What a receipt has to show
A valid receipt is an itemised receipt or invoice from the seller.
| Detail | Example |
| - | - |
| Seller's name and registration or VAT number | Example Restaurant Ltd, FI12345678 |
| Date of the receipt | 15 October 2026 |
| What was bought, itemised by product or service | 2 × lunch, 1 × wine |
| Price, VAT amount and VAT rate | 40.00 + VAT 8.00 (20 %) |
| Total and currency | 48.00 EUR |
| Payment method | Company card |
| Buyer's name on larger purchases | The company's registered name |
The threshold above which the buyer's name is required, and the VAT rules behind these fields, depend on the country your company is registered in. Your Rise accountant team will tell you the thresholds that apply to you.
**A card terminal slip or a screenshot of a bank transfer is not enough.** Neither shows what was bought or how the VAT breaks down. Ask the seller for an itemised receipt.
Three common special cases:
* **Hotels:** an itemised hotel invoice showing the nights and any extra services. A booking confirmation is not enough.
* **Restaurants:** an itemised bill with food and alcohol shown separately.
* **Foreign receipts:** fine as they are, as long as the details above are visible.
## When context is needed
Context is only needed when the receipt itself doesn't show which account the cost belongs to, or whether the VAT is deductible.
**No context needed:** advertising, software and licences, equipment, furniture, office supplies, books and magazines, training and conferences, phone and internet subscriptions. Just send the receipt.
| Expense | Write in the message | Why |
| - | - | - |
| Restaurant or alcohol **with a client** | "Client meeting", the client company's name and who was present | Entertainment: VAT treatment and the deductible share differ from ordinary costs, and the attendees have to be documented. |
| Restaurant or alcohol at an **internal event** | Team day, staff social committee, and who was present | The cost is booked to a different account than entertainment, and the VAT is handled differently. |
| Food and drink from a shop | What it was for: general office use, a team day, a staff event or a client event | The same purchase can be office refreshments, staff welfare or entertainment. |
| Gifts | Who for: a client or a member of staff | A client gift is entertainment and usually carries no VAT deduction; a staff gift does not. |
| Taxi | The business trip (where and why), or a ride home from a staff party, plus the passengers | Rides home from staff events are booked to staff welfare, other rides to travel costs. |
| Travel tickets, hotel, parking | The purpose of the trip and who travelled | The business purpose of the trip has to be demonstrable for tax. |
| Recruitment advertising | "Recruitment" | Recruitment is booked to a different account than other advertising. |
How entertainment, staff welfare and gifts are treated for VAT and income tax depends on the country of registration. The context you write is what lets your accountant team apply the right rule — the rule itself is theirs to apply, not yours.
## Example messages
| Situation | Message |
| - | - |
| Taxi | "Client meeting in Tampere, Company X. Passengers: Matt Example and Lisa Sample." |
| Hotel | "Training in Helsinki, 14–15 October. Traveller: Matt Example." |
| Client dinner | "Client meeting, Company X. Present: Anna Client (Company X), Matt Example, Lisa Sample." |
| Internal event | "Staff social committee, autumn party. Present: Matt Example, Lisa Sample, Peter Test." |
| Shop purchase | "Coffee and milk for the office kitchen." |
| Gift | "Christmas gift for a client, Company X." |
## Checklist before you send
* A PDF attached if one exists — otherwise a clear photo of the whole receipt
* The receipt is itemised, not just a card payment slip
* Seller, date, items, VAT and total are all visible
* Context written if it's a restaurant, alcohol, shop purchase, gift, taxi, trip or recruitment ad
* Sent to your company's Magic Box address
If you're unsure, send the receipt and write what happened. Too much information does no harm; a missing detail turns into a question from the accounting team weeks later.
## Related pages
What happens to a receipt once it's in Rise.
The same address also takes invoices and other documents.
What else is expected of an employee in Rise.
Project and cost-centre allocation, done for you.
This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.