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Lost Receipt

Misplaced receipts happen — but they don't have to derail your expense tracking. Here's how to document a transaction in KleerCard when the original receipt isn't available.

When a cardholder can't locate the original receipt for a transaction, there are a few options to document the expense in KleerCard:

1. Upload a substitute document. If you have a bank or credit card statement line, an order confirmation email, a shipping confirmation, or a screenshot from the vendor's online portal, you can upload it as supporting documentation on the transaction. Navigate to the transaction, click the receipt/attachment area, and upload the file.

2. Submit a Lost Receipt Form. If no documentation is available at all, the cardholder should notify their administrator. The admin can upload an internal note to the transaction in the KleerCard portal documenting that the receipt was lost and include any details the cardholder can recall (vendor, amount, business purpose). This creates an internal record for audit purposes.

Best practice for admins: Set a clear policy for your organization on how lost receipts are handled — including whether a written explanation from the cardholder is required and what dollar threshold triggers additional review. Many organizations include this in their KleerCard spending policy.