SparkReceipt captures your receipts, invoices, bank statements and trips, reads the details from them, and turns them into reports or publishes them to your accounting software. Some things people ask for are outside that. SparkReceipt does not print cheques, sign contracts, send or receive e-invoices through the French e-invoicing system, decide how a tax law applies to an expense, track loans, keep personal notes or to-do lists, or let you choose where document numbering starts. Each section below says what you can do instead.
Print cheques (checks)
SparkReceipt can't write or print cheques, on cheque stock or otherwise. Write the cheque with your bank or accounting software. You can then add the paid bill to SparkReceipt as an expense, or keep a scan of the cheque as an Other document. See Can SparkReceipt register different document types?.
Sign contracts or collect e-signatures
SparkReceipt has no e-signature or contract-signing feature. Sign the contract with a signing service, then upload the signed PDF to SparkReceipt as an Other document if you want to keep it with your records. Tags help you find it again.
Send or receive e-invoices in France
SparkReceipt is not an approved e-invoicing platform in France (a Plateforme Agréée, formerly called PDP). It can't send or receive invoices through the French e-invoicing system for you, and it does not create invoices. You can still keep a copy of each invoice you send or receive in SparkReceipt, as a PDF or a photo, and it reads the details from it like any other invoice. See Does SparkReceipt have invoice-generation capabilities?
Decide whether an expense counts for tax (German tax law, Australian FBT, PERA and others)
SparkReceipt doesn't judge whether an expense is deductible or tax-relevant under a country's tax law, and it doesn't calculate taxes such as Australian Fringe Benefits Tax (FBT). It also has no special handling for retirement income such as PERA in the Philippines. That treatment is a decision for you and your accountant or tax advisor.
What SparkReceipt does record, so your accountant has what they need:
- The details on the receipt: Merchant, date, totals and the tax amounts printed on it, in any currency.
- A Category for each expense and each line item, from your own list or your chart of accounts.
- Tags for anything you want to report on separately. For example, tag benefits you give employees with "FBT" and filter or export them by that Tag at year end.
- AI Fields for extra details you want read from every document.
- Income documents for money you receive, such as a pension or retirement payout. Pick or create a Category for it.
You can invite your accountant to work in your account. The Accountant role does not use a seat. See How to invite your accountant.
Track loans or record a loan deposit
SparkReceipt doesn't track loans, loan balances or other liabilities. Money you borrow is not income, so don't record a loan deposit as an income document.
If the deposit shows up on a bank statement in the Transaction Manager, use Exclude on that transaction to keep it out of your income totals. Your accountant records the loan itself in your books. See Transfers, exclusions, and creating entries in the Transaction Manager.
Keep notes, to-do lists or reminders
SparkReceipt has no notes page or to-do list, and it can't remind you about upcoming payments. The closest things are:
- Comments on a document. Leave a note on the document itself, or mention a teammate so they get notified.
- The description on each document, for notes you want in reports.
- Pending tasks on the Overview, which lists work waiting for you, such as emails to approve or documents that need attention.
- Due date and Payment status. Bills you have to pay (expenses whose Document kind is Invoice) have a Due date and a Payment status, and income documents have a Payment status. Filter your documents by Due date and Payment status and save that search, so unpaid bills and invoices are one click away. See How to search and filter documents.
- The Daily reminder notification, which nudges you to upload receipts. See How to manage your notification settings.
Choose the starting number for receipts or show invoice numbers in order
Every document gets a document number (shown as #123) from SparkReceipt when it is added. The numbers run per account and are set automatically. You can't choose the starting number or renumber documents.
The number printed on the receipt or invoice itself is stored in the document's Reference number field, and you can edit it there. The document list can't be sorted by Reference number or by document number. Sorting works by date, date submitted, date updated, value and name. To find specific numbers, use the Reference or Document number filter in Documents. To get a list in invoice-number order, export the documents to Excel and sort by the reference number column there.