Email template
Missing receipt email
A request for "receipts" gets ignored. A request for one receipt, with the vendor, date and amount from the statement, is easy to answer. This template is for the monthly close or the cleanup, when one purchase above the firm's threshold has no support.
When to use it
Send this during the monthly close or a cleanup when a purchase above the firm's threshold has no receipt or invoice.
Receipt needed for {{vendor}} on {{date}}
Hi {{client_name}},
We are closing {{period}} and need the receipt for this purchase:
{{vendor}} on {{date}}, {{amount}}
A photo or PDF of the receipt is enough. You can upload it here: {{upload_link}}
If you cannot find it, reply with a short note on what was bought and why, and we will record the amount as an estimate.
Please send it by {{due_date}} so we can finish the close on time.
Thank you, {{firm_name}}
Replace the placeholders in braces with the client's details. Keep the client's tax ID or account number out of the email.
Notes before you send
- Name the vendor, date and amount from the statement.
- Ask for one receipt per email, or a short list of the same kind of purchase.
- Give the client a photo or PDF option, not a print-and-scan process.
- If the receipt is missing, document the estimate instead of inventing support.
Questions about this template
Why does the firm need a receipt if the purchase is on the statement?
The statement shows the date, vendor and amount, but not always what was bought or why. A receipt or a short explanation supports the business purpose and the expense category.
What if the client cannot find the receipt?
Ask the vendor for a duplicate, check the client's email for the order confirmation, and if neither is available, record the amount as an estimate with a written explanation.
Is a photo of a receipt acceptable?
Yes, if the photo is clear enough to read the vendor, date, amount and items. A PDF or forwarded email receipt is also fine.
When should the client send the receipt?
By the close date in the email. A receipt that arrives after the close becomes an adjustment in the next period.