how to organize paper receipts
Let’s be real—organizing receipts can feel like a total headache. Sorting through piles of paper, figuring out what to keep, what to toss… it’s enough to make anyone feel overwhelmed. Luckily, there are super simple ways to get those receipts under control and keep them that way.
This setup is not only easy, it’s quick and gives fast results.
What to Keep and What to Toss
The first step in organizing receipts is figuring out what’s worth keeping. As a rule of thumb, hold onto receipts for big purchases or anything that might be tax-deductible. Not sure if something qualifies? Check with an accountant—they’ll point you in the right direction.
For smaller purchases or food and nonessential items, it’s usually safe to toss those receipts. No need to hang onto unnecessary clutter.
DM Pro Tip: For any purchases that have a warranty, attach the receipt to the paperwork and store it in a binder or file it in a drawer. This will ensure you have all the info you need just in case there is an issue later on.
Action Step: Grab all your receipts from this year and sort out the ones you want to keep. For older receipts, just pop them into a big manila envelope to hang onto for a few years—just in case you need them down the road. This little shortcut saves you from the hassle of sorting through piles of old receipts.
And don’t forget to grab the FREE Office Organizing Guide below!
How to sort receipts
Once you have a good idea of what to keep and what to toss, it’s time to sort out what you are keeping. For this setup, you will want to sort your receipts into piles for the months they belong. I find this is a much easier way to streamline a setup that you can refer to quickly as needed.
Step #1: Set Up a Receipt Organizer
I love using a small accordion file to keep our receipts organized. It’s the perfect size to hold a year’s worth of receipts and barely takes up any space in a home office.
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Most accordion files have 12-13 pockets, so you can easily assign one for each month of the year. Label each pocket with the month or the number of the month, and you’re good to go.
Action Step: Grab an accordion file and start filing your receipts into the pocket for the month the purchase was made.
Step #2. Set up a shortcut
I’m all about keeping things simple—if it’s easy to set up, I’m way more likely to stick with it. For receipts, I also keep a large bin handy to toss them into as soon as they come into the house.
This makes it really easy to get our receipts contained so they do not end up all over the house. Corralling is definitely an organizational term and a great shortcut to implement in your own home.
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Action Step: Find a box or bin to keep out in a convenient spot and label it “Receipts.” Use it as a catch-all for receipts as they come in. Later, you can sort through them and file the ones you want to keep in your accordion file.
Step #3: Set Up a Receipt Routine
The key to staying organized is creating a simple routine for handling receipts. Here’s an easy system to keep you on track and never lose a receipt again:
- When you’re out shopping, get into the habit of tucking your receipt into your purse or wallet right away. That way, it’s always with you when you get home.
- Once you’re home, drop the receipt into the basket or container you’ve set up for receipts.
- During your weekly bill-paying session, take a few minutes to sort through the receipts in your basket. Toss the ones you don’t need, and file the keepers.
- For receipts needed for taxes or large purchases, make sure to file them in the appropriate folder for easy access later.
This simple routine will keep your receipts organized and stress-free.
Going Digital: How to Organize Receipts for Streamlined Finances
Organizing your receipts digitally is another option that can keep paper clutter to a minimum while keeping your finances in order.
1. Choose the Right App or Tool
There are tons of great apps designed to manage receipts. Popular options like Expensify, Shoeboxed, and QuickBooks make it easy to scan, categorize, and store your receipts in one place. Many of these apps even allow you to create expense reports or sync with budgeting tools. If you prefer to keep it simple, your phone’s Notes app or a free tool like Google Drive can work just as well.
2. Scan Receipts Immediately
Get into the habit of scanning your receipts as soon as they come in. Most receipt apps have built-in scanners that use your phone’s camera. If you’re managing taxes or warranties, tag those receipts with relevant categories for quick access later.
3. Organize by Categories and Dates
Digital tools often allow you to sort receipts into folders or categories, just as you would with paper ones. Create folders for things like “Monthly Expenses,” “Business Purchases,” “Tax Documents,” or “Big-Ticket Items.” Be sure to include dates so you can quickly find what you need.
4. Back Up Everything
To avoid the panic of lost data, sync your digital receipts to the cloud. Services like Google Drive, Dropbox, and iCloud are excellent for storing backups. This way, even if your phone is lost or damaged, your receipts are safe and accessible.
Why It’s Worth It
Going digital won’t just save you space. It will also streamline your financial process. You can quickly pull up proof of purchase, monitor spending patterns, or compile everything you need for tax season without digging through piles of paper. Plus, having both digital and paper receipts means you’re covered in any situation.
Organizing your receipts is an important part of keeping your home office in order. By combining your paper organization system with a digital one, you’ll have a great approach to managing receipts that keeps you organized, reduces stress, and helps you stay on top of your finances.
More Paper Clutter Resources:
I quit.
I quit leaving paperwork (AKA bills) on the kitchen counter.
I file those receipts for major items–foundation repair, major appliances, taxes, and insurance the moment I bring them home.
Those other pesky receipts go into an envelope that will be reviewed when the credit card statements are reconciled.
Shredder, here we come.