Attaching Receipts to Transactions

Year-end accounts come round faster than you think, and your independent examiner will want to see a receipt or invoice for every expense. Scoutworks lets you attach those documents straight to the relevant transaction, so the matching work happens once — when the expense is fresh — rather than as a frantic hunt through a shoebox in May.

Where to find this#

Receipts attach in two places, both on the Finance → Accounting page:

• Add Transaction — when you record a brand-new transaction.
• Edit Transaction — when you open any existing transaction to update it.

Both screens have a Receipts & invoices section. You'll need treasurer access to upload, replace, or remove anything.

Adding a receipt to an existing transaction#

1. Open the Ledger tab on the Accounting page.
2. Click any transaction row to open it.
3. Expand Receipts & invoices.
4. Drag a file onto the upload zone, or click Choose file.

The upload starts straight away. You'll see the file appear in the list with the uploader's name and the time it was added.

Adding receipts to a brand-new transaction#

When you choose Add Transaction, the Receipts & invoices section works slightly differently — files are held against the form until you save the transaction. As soon as you submit, Scoutworks creates the transaction and uploads each file in turn.

If one file fails to upload after the transaction is created, you'll see a warning. The transaction itself is saved — you can open it again and re-upload the missing file from the Edit Transaction screen.

Previewing and downloading#

Each attached file has a View button:

• Images open in an in-app lightbox so you can zoom in on the totals line without leaving the page.
• PDFs open in a new browser tab.
• Other formats download via a secure link that expires after fifteen minutes.

Spotting transactions that still need a receipt#

The Ledger gives you three signals so missing receipts don't slip through:

You can also filter the list to Has receipts or No receipts from the filter bar — handy when you're chasing down the last few outstanding receipts before closing a period.

Who can upload, view, and remove#

Every upload is recorded with the user's name and a timestamp, so when your independent examiner asks who attached a particular invoice, the answer is right there on the transaction.

What's next#

• Accounting and Bookkeeping — the wider workflow for recording, importing and reconciling transactions.
• Bank Reconciliation and Restricted Funds — closing your accounts at year-end.
• Reviewing and Paying Expense Claims — receipts that arrive via the expense claim flow.