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Free Checklist

Receipt Tracking Checklist

Six questions that reveal how much manual receipt entry is really costing your business.

Answer these six questions honestly. Just Yes or No. If you answer Yes to even one, you're losing time, money, or receipts — maybe all three.

1
Are your receipts scattered across pockets, trucks, and inboxes?

Think about the last week. Glovebox? Kitchen drawer? Email inbox? A pile on the desk? In a shoebox? Scattered across three phones? If you don't know where they all are, that's a problem.

☐ Yes ☐ No
2
Do you or your bookkeeper spend more than 2 hours a week entering receipts by hand?

That includes finding, photographing, typing the data into QuickBooks, and re-checking entries. If it's more than 2 hours, that's time you're not getting back.

☐ Yes ☐ No
3
Have you lost receipts in the last 30 days?

Receipts fade, get thrown out, get left at the job site, or disappear in the wash. Every lost receipt is a lost deduction. Did it happen in the last month?

☐ Yes ☐ No
4
Do you scramble to find receipts when your CPA asks for them?

When your CPA asks for receipts to back up your expenses, do you spend a weekend digging through emails, truck consoles, and shoeboxes? Do you end up estimating? Do you file an extension?

☐ Yes ☐ No
5
Are you spending real money on manual receipt entry?

The hours from Q2, the lost deductions from Q3, the tax-season scramble from Q4, plus the stress. If you added it all up, would it be more than you'd like to admit?

☐ Yes ☐ No
6
Do you find out a job went over budget after the job is done?

Your crew buys materials on Monday. The receipt goes in a pocket. The charge hits the card. Two weeks later the statement closes. By the time you see what the job cost, the job is done. If it went over budget, you're reading the autopsy, not the chart.

☐ Yes ☐ No
How many did you answer Yes?

Count your Yes answers and circle your number.

☐ 0   ☐ 1   ☐ 2   ☐ 3   ☐ 4   ☐ 5   ☐ 6

If it's 1 or more, Maya can fix this.

If you answered Yes to even one, Maya can fix this.

Text a receipt to Maya. It shows up in QuickBooks as a draft the same day. No app, no manual entry, no lost receipts.

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