BUSINESS RECEIPT FOLDER STARTER | ScannerPilot

1. Rename this top-level folder for one business. Use a separate copy for
   each business and save it in business-controlled, restricted-access storage.
2. 01_Inbox: complete receipts awaiting review, with business-purpose notes.
3. 02_Needs_Details: unresolved items. Store the exact question and its owner
   alongside the receipt. Return to review when the answer is available.
4. 03_Recorded/2026: all twelve month folders are provided. Use the document
   date consistently for filing; accounting-period decisions belong in review.
   Change the year for another year as needed.
5. Before marking Recorded, check existing entries, complete the required
   accounting review, and verify the intended record and its source document.
   Retain a receipt reference or link in the accounting entry and an identifiable
   accounting-record reference with the receipt or its companion note.

Example filename: 2026-09-04_Harbor-Office_86.40_USD_R2841.pdf
Harbor Office is fictional. The parts are date, supplier, total, currency,
and receipt reference. Do not invent a missing supplier receipt reference;
use a consistent missing-reference convention instead.

Do not make another expense for a confirmed repeat submission. Do not create
extra copies under every expense category. If your software already provides
queues and record links, use those instead of maintaining duplicate tracking.

These are suggested organizational labels, not ScannerPilot menu names.
This starter does not replace accounting records or establish a legal retention
policy. Confirm access, backup, export, original-paper and retention requirements
with the people responsible for your business records before disposal.

Full guide: https://scannerpilot.com/blog/how-to-organize-business-receipts
