How to organize receipts for Schedule C and bank matching

After sign-in, primary destinations live in a persistent bottom tab bar:

• Home (Inbox) — mode switcher for Receipt Matches, Bank Feed, and Reconcile.
• Reports — hub for Expense ledger, Charts & Reports, Insights, Mileage (Pro), and Bank reconciliation statement.
• Add (+) — yellow center button opens scan / upload (camera, document scanner, gallery).
• Ask — Ask Receipt XT (Pro bookkeeping Q&A over the active workspace).
• Settings — Banking & Automation and Account & Subscription groups.

The header shows the business name pill for workspace switching. When Receipt Matches or Bank Feed is empty, short rotating tutorials tip you toward scan, import, Ask, mileage, and other flows.

Receipt Organizer XT keeps finances separate per workspace. Every account includes one Personal workspace plus at least one Business workspace. Free: 1 business + Personal. Pro: up to 5 businesses + Personal.

Tap the business name pill in the header to open Switch workspace. Pick another business or Personal, rename a business, or tap Add business on Pro. You can also open the switcher from the Settings and Reports hubs.

Each workspace has its own receipt scans, Bank Feed / statement imports, ledger entries, Cylinder / Radial reports, Insights, reconciliation, and Pro tools (email address, Ask context, subscriptions, mileage)—switch workspaces before you scan, import, or export so data stays in the right books.

Tap the yellow Add (+) tab (or Scan Receipt where shown). On native builds, the document scanner detects edges and crops a clean image. On web, the in-app camera offers Tall (3:4) and Wide (4:3) modes with a cover-style preview—use Tall for long paper receipts. You can also batch-upload gallery photos (Free up to 4 per batch · Pro up to 50).

OCR creates a uniform digital twin card (merchant, date, total, category, optional line items) and scores matches against your Bank Feed. Strong matches land in Home → Receipt Matches for swipe triage.

Open Settings → Banking & Automation to Connect or Manage bank accounts (Stripe Financial Connections). Free includes 1 bank; Pro allows up to 5. Green status means the link is active—reconnect from Manage if login expires.

Prefer files? From Manage bank accounts (or Bank Feed → Import), load CSV / OFX / QFX or a PDF statement into Bank Feed. CSV/OFX/QFX do not count as scans; PDF import counts toward Free monthly scan limits.

Important: import loads rows as pending so receipts can match them. Import does not auto-file Shell, Chevron, Starbucks, or other vendors. Want a dry run? Grab dummy practice packs from the tutorial.

Typical practice-pack flow: import a statement with ~50 expenses, then upload or scan the matching receipts. Each confirmed receipt↔bank match removes that bank row from the pending feed and keeps a business (or personal) ledger entry when you triage.

• Example: 50 imported bank rows + 10 matched receipts → about 40 left in Bank Feed.
• Unmatched receipts stay in Receipt Matches until you swipe Business (cash / out of pocket), Personal, Skip, or wait for bank sync.
• Confidence: each suggested pair shows High / Medium / Low plus a percentage and plain-English reasons from the matcher (exact amount, merchant name, date gap, etc.). High-confidence pairs may auto-file; low-confidence pairs ask you to confirm before Business/Personal accept.
• If Bank Feed looks short after import, check whether you ran Apply Rules—that is the intentional auto-file step (Settings → Apply Rules).

Category pickers show Schedule C–style labels with plain-English names. You can pick an industry defaults dropdown for common shortcuts, learn vendors over time via rules, split an expense across categories, set deductibility flags, and map custom labels to a Schedule C export line so CSV export stays tax-ready.

Personal portions and personal-tagged slices are omitted from Schedule C export. This organizes records for prep—it is not tax advice.

In Settings → Vendor rules, map merchant keywords to a tax category, Personal, or Business. Default seeds suggest categories only.

Run Settings → Apply Rules (or Apply Rules on Bank Feed) when you want those rules to auto-triage pending transactions. Until then, every imported row stays available for receipt matching.

From Home → Reconcile, or Reports → Bank reconciliation statement, pick the same Weekly / Monthly / Custom ranges used by Insights. The summary shows period totals such as matched $, missing receipts, uncategorized lines, waived “no receipt required” counts, and a status of Ready to export or Needs attention (ready when missing and uncategorized are both zero).

For bank lines that truly do not need a paper receipt, mark No receipt required with a reason (recurring bill, bank fee, owner draw, tax payment, payroll, transfer, cash/ATM, or Other with a note). Waivers are auditable and exclude those lines from the missing count. Download PDF or Print the statement (optionally with receipt appendix on web). Active workspace only.

Open Reports → Insights for a spending summary of the active business workspace (Business-tagged ledger expenses).

• Timeframes: Weekly, Monthly, or Custom with start and end dates (YYYY-MM-DD).
• Totals: Period spending, percent change vs the prior comparable period, and a trend sparkline.
• Where it went: Category breakdown with bars; expand to see all categories when there are more than five.
• Download PDF: Exports a color PDF of the report (web downloads; native share/save).

Insights complements the ledger’s Cylinder / Radial charts and Schedule C CSV—it does not replace tax export. Triage expenses into Business first so categories populate.

Open Reports → Expense ledger (or Charts & Reports). Edit business expenses, explore Cylinders and Radial Blossom category charts, then download a Schedule C–oriented CSV.

Schedule C (Form 1040) is IRS Profit or Loss From Business for sole props and single-member LLCs. The app helps organize expenses for prep—it does not file taxes. See What is IRS Schedule C? Not tax advice.

Ask Receipt XT — bottom tab Ask. Grounded Gemini Q&A over the active workspace (receipts, bank feed, categories, match gaps). Answers include citations (ids, dates, merchants, amounts) and suggested review actions. Not tax or legal advice.

Email receipt forwarding — Settings → Email forwarding. Pro gets a dedicated inbox-{token}@receipts.payxt.app address per workspace. Forward Amazon / SaaS / travel / vendor emails (keep PDF or image attachments) → OCR → auto-match bank feed or land in the Email review inbox. On review cards, Edit merchant/amount/date/category or Delete a receipt anytime; re-forward if you need a fresh OCR pass. Provider retries are deduped so duplicate deliveries do not create extra receipts. Rotate the address if it leaks. Free users see upgrade CTAs; inbound for non-Pro is ignored. Live inbound: MX for receipts.payxt.app via SendGrid Inbound Parse to the app webhook.

Subscriptions monitor — Settings → Subscriptions. Detects recurring merchants from bank feed + receipts, shows monthly cost / annualized totals, and lets you confirm or dismiss a subscription, review status, and upload an invoice or agreement. Workspace-scoped.

Mileage V1 — Reports → Mileage (also Settings → Mileage). Start/stop a workday trip (enter miles or end odometer at stop — no GPS in V1), or add a trip manually. Purpose labels: client visit, supply run, job site, bank, delivery, other. Summaries by month and tax year. Optional toggle surfaces Vehicle / fuel (Auto) receipts as actual vehicle expenses, with a persistent warning to avoid double-counting mileage vs actual-expense methods. Optional $/mi estimate only — not an IRS filing calc. Not tax advice.

Free: 1 business + Personal workspace; up to 20 scans/month, up to 4 receipts per batch, 1 bank, up to 100 bank feed transactions/month. Pro: up to 5 businesses + Personal; unlimited scans, up to 50 per batch, up to 5 banks, unlimited bank feed; email forwarding, Ask Receipt XT, Subscriptions, Mileage; priority support — $9.99/mo or $99/yr. Lifetime: $199 once — Pay once. Own forever. Matching, rules, import, Insights, reconciliation, ledger reports, and Schedule C export are on both Free and Pro. Details on Pricing.