Receipt Organizer XT tutorial: scan receipts, match your bank, export Schedule C

Open scan.payxt.app. Create an account with email and password, or continue with Google. After you sign in, you land on Home with the bottom tab bar ready—use yellow Add (+) to scan.

• Use Sign up for a new account; switch to Sign in if you already have one.
• You can start on the Free plan within documented limits.

Primary destinations live in a persistent bottom tab bar:

• Home — Inbox mode switcher: Receipt Matches, Bank Feed, Reconcile. Empty queues show rotating tips.
• Reports — Expense ledger, Charts & Reports, Insights, Mileage (Pro), Bank reconciliation statement.
• Add (+) — yellow center button for camera / document scanner / gallery upload.
• Ask — Ask Receipt XT (Pro grounded bookkeeping Q&A with citations).
• Settings — Banking & Automation (Connect/Manage bank, Refresh queues, Vendor rules, Apply Rules, Email forwarding) and Account & Subscription (Profile, Membership, Billing, Subscriptions, Mileage, Sign out).

Tap the business name pill in the header to open Switch workspace. Every account includes a Personal workspace plus one or more Business workspaces.

• Free: 1 business + Personal.
• Pro: up to 5 businesses + Personal — tap Add business in the sheet.
• Rename a business from the same sheet; Pro can delete extra businesses (keep at least one).
• Receipts, Bank Feed, imports, ledger, and Insights stay separate per workspace—switch before you scan or import for the right books.

Open Settings → Connect bank account or Manage bank accounts. Complete the secure Stripe Financial Connections flow and allow transaction sync. Recent purchases appear in Home → Bank Feed for triage.

• A green status means the connection is active.
• If login expires, reconnect from Manage—you will not need a duplicate bank.
• Free includes 1 bank; Pro allows up to 5 connected banks (see Pricing).

On Home → Bank Feed, tap Import (or import from Settings → Manage bank accounts) to load expenses without linking a bank—or to catch up from a downloaded statement. Choose CSV / OFX / QFX for structured files, or PDF for AI extraction of expense rows.

• Preview and confirm before rows enter the swipe deck (duplicates are skipped).
• Imported rows stay pending in Bank Feed so scanned receipts can match them—import does not auto-file Shell, Starbucks, or other vendors.
• CSV / OFX / QFX import is available on Free and Pro and does not count as a scan.
• PDF statement import counts toward Free monthly scan limits (1 PDF ≈ 1 scan).
• Example: import 50 statement rows, then match 10 receipts → about 40 remain in Bank Feed.

Tap the yellow Add (+) tab (or Scan Receipt). On native apps, the document scanner detects edges and crops a clean JPEG. On web, use the in-app camera with Tall (3:4) or Wide (4:3) cover viewfinder—Tall frames long paper receipts better. Photograph the paper flat and well lit, then choose Extract & queue. OCR builds a digital twin card (merchant, date, amount, line items, tax category) and looks for a matching bank transaction.

• Retake if glare or blur would hide the total or merchant.
• Strong matches appear in Receipt Matches as digital twin cards ready to confirm.

From the scanner, choose photos from your gallery instead of the camera. Select up to 4 receipts at once on Free or 50 on Pro. Each image is analyzed and queued for matching and triage—useful for catching up after a trip or expense week.

• Prefer clear, cropped receipt photos so OCR can read the total.
• Batch uploads still count toward monthly scan limits on Free.

On Home, open the Receipt Matches mode. Each scanned receipt appears as a uniform digital twin card—merchant, date, total, category, and optional line items—alongside bank match confidence (High / Medium / Low, percentage, and plain-English reasons). Low-confidence pairs ask you to confirm before Business/Personal. Tap the category pill (Schedule C–ready / plain-English labels; industry defaults and splits available), then swipe or tap:

• Business — keeps the expense for your ledger and Schedule C export.
• Personal — clears it from the business queue.
• Skip — leave it for later.

When the queue is empty, short rotating tutorials tip you toward scan, import, Ask, mileage, and other flows.

On Home, switch to Bank Feed for charges that do not need a paper receipt (subscriptions, travel, gas). Use Settings → Apply Rules only when you want to auto-categorize pending rows from your vendor keyword rules (Settings → Vendor rules)—import itself does not auto-file. Then swipe Business or Personal and set the category on the card. On receipt cards, tap the image (Tap to expand) to review fullscreen before deciding.

• You can mark No receipt required with a waiver reason when a paper receipt is not needed.
• Apply Rules re-runs enabled vendor rules over the pending deck.
• Fullscreen helps when the thumbnail is too small to verify the merchant.

Not every receipt hits the bank feed—cash, offline cards, or delayed posting. When a receipt has no bank match and you swipe Business, Receipt Organizer XT asks for a payment source:

• Cash / Out of Pocket — saves a manual business ledger entry so it still exports.
• Wait for bank sync — keep the receipt until the charge posts and can match.

Tap Undo (circular arrow between Personal and Skip) to reverse the last Business, Personal, or cash ledger action. The card returns to your queue so you can categorize again.

Open Home → Reconcile or Reports → Bank reconciliation statement. Pick Weekly / Monthly / Custom (same ranges as Insights). The summary shows matched $, missing receipts, uncategorized lines, no-receipt-required waivers, and a status of Ready to export or Needs attention.

• Ready to export when missing and uncategorized are both zero.
• Mark No receipt required with a reason (recurring bill, bank fee, owner draw, tax payment, payroll, transfer, cash/ATM, or Other with a note).
• Download PDF or Print the statement (receipt appendix available on web).

Open Reports → Insights. The report uses Business-tagged ledger expenses for whichever workspace is active in the header.

• Weekly, Monthly, or Custom (start and end dates).
• Total spending for the period, 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 (browser download on web; share/save on native).

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

Open Reports → Expense ledger (or Charts & Reports). Review and edit Business-tagged expenses (merchant, category splits, bank account), explore Cylinders and Radial Blossom category charts, then export a Schedule C–oriented CSV for your records or accountant.

• Export after you have triaged the period you care about.
• Visual reports help spot category mix before you download the CSV.
• Available on both Free and Pro.

New to Schedule C? It is the IRS Profit or Loss From Business form (Form 1040) for sole props and single-member LLCs. Receipt Organizer XT exports a ledger for prep—it does not file taxes. What is IRS Schedule C?

Ask Receipt XT — bottom tab Ask. Grounded Q&A over the active workspace with citations. Not tax or legal advice.

Email receipt forwarding — Settings → Email forwarding. Copy your inbox-…@receipts.payxt.app address (MX via SendGrid), forward vendor emails with attachments, then confirm matches or items in the Email review inbox. Use Edit or Delete on review cards; re-forward if you need a fresh OCR pass. Provider retries are deduped. Rotate if the address leaks.

Subscriptions — Settings → Subscriptions. Confirm or dismiss recurring merchants, review monthly cost, and upload invoices.

Mileage — Reports → Mileage (also Settings). Start/stop or manual trips, purpose labels, month and tax-year summaries; optional actual vehicle expenses toggle with double-count warning. No GPS in V1.