How to Take Perfect Receipt Photos for VAT Claims

Your VAT reimbursement claim is only as good as your receipt photos. Blurry images, missing corners, or unreadable text can delay your reimbursement or get your submission rejected.

Here's how to capture receipt photos that your admin team will approve instantly.

The 5 Rules of Perfect Receipt Photos

1. Flat Surface, Good Lighting

Before you snap:

• Place the receipt on a flat, contrasting surface (dark receipt → light background)
• Use natural light when possible—avoid harsh shadows
• If indoors, position near a window or use soft overhead lighting

Pro tip: A white sheet of paper makes an excellent background for any receipt.

2. Capture the Entire Receipt

Your photo must include:

• ✅ Store/vendor name at the top
• ✅ All line items
• ✅ VAT amount and total
• ✅ Date and receipt number
• ✅ Vendor's VAT registration number

Don't crop the edges! Even small details in corners can be important.

3. Hold Steady or Use a Stand

Blurry photos are the #1 reason for rejected receipts:

• Hold your phone with both hands
• Brace your elbows against your body
• Wait for the camera to focus before tapping
• Consider a small phone stand for batch scanning

4. Check Before You Leave

Review your photo immediately:

• Can you read every line of text?
• Is the VAT number visible?
• Are there any shadows obscuring details?

If not, retake it. It's much harder to get a replacement receipt later.

5. One Receipt Per Photo

Don't try to capture multiple receipts in one image:

• Each receipt needs its own photo
• Overlapping receipts cause extraction errors
• Separate photos make organization easier

Handling Tricky Situations

Long Receipts

For receipts longer than your phone screen, use the folding technique: fold the middle section so only the header (merchant name, VAT number, date) and footer (totals, VAT breakdown) are visible. These contain all the data needed for VAT claims. See our guide on handling long supermarket receipts for details.

Faded Thermal Paper

Thermal receipts fade quickly. Scan immediately after purchase and keep originals in a cool, dark place.

Crumpled Receipts

Gently flatten on a hard surface before photographing. Avoid using heat on thermal paper—it turns black!

Quick Checklist

Before marking a receipt as ready:

• [ ] All text is sharp and readable
• [ ] Complete receipt visible (nothing cropped)
• [ ] VAT amount clearly shown
• [ ] Vendor name and VAT number visible
• [ ] Date is legible
• [ ] No shadows or glare on key information

With TurboVAT, the AI extracts all details automatically—but it can only work with what it can see. Good photos mean accurate data and faster processing.