Find your slips and invoices

What it is

Proof of purchase is one list of every document Worklog keeps with your costs: the slip or invoice behind a payment, the supplier’s tax invoice behind a supplier invoice, and the supplier’s credit note behind a credit. SARS can ask for this proof for five years. The screen is on every plan.

• Newest first, a month at a time. Each line shows the date, who was paid, the amount and a tag: Payment, Supplier invoice or Credit.
• Search finds a document by who was paid, what it was for, or its number (like EXP-2026-0031 or SINV-2026-0004).
• Show ▾ narrows it to Payments, Supplier invoices or Credits, to When (this month, last month or this tax year), and — once two or more people on your team have kept documents — to one person's. Each choice shows how many it would leave.
• Under the list, 📄 PDF and 📊 CSV / Excel print what is showing — date, type, who, detail, number and amount — so Show ▾ → When → This tax year gives you the year's list for SARS or your accountant. The total adds up every document listed, a payment and the supplier invoice it paid alike, so it is not what you spent. Each document itself still opens from its row.
• Sort ▾ orders it by name, by amount (highest or lowest first), or by date (newest or oldest first). By date it stays a month at a time; by name or amount it is one list, each line with its full date.
• Tap 📎 Open to see the document in a new tab.
• Only entries with a document kept are listed. Ticking “I have a receipt or proof for this” keeps nothing, so that entry is not here.

The proof signs (Team and Complete)

On Team and Complete, each cost and each supplier invoice shows a sign for what you have kept behind it. It shows beside the paperclip on a Banking row, on the Money Out form, as counts at the top of this screen, and on the VAT201, where input VAT is split by sign. Solo keeps the paperclip and Needs proof as they are.

• Green, Tax invoice kept: VAT is claimed and a file is kept with it. Over R5 000 you have also said you have the full tax invoice.
• Green, Slip kept: a file is kept with the entry, or with the supplier invoice it pays. The papers for a second-hand purchase from a private seller count.
• Amber, Confirm full tax invoice: a file is kept and the VAT claimed is on more than R5 000, and you have not said yet that you hold the full tax invoice. Open the entry and tap I have the full tax invoice. A photo that Quick Log or the WhatsApp bot read as the full tax invoice shows this too until you confirm it, because Worklog's reading is not your word.
• Amber, VAT claimed, no tax invoice: VAT is claimed and the proof box is ticked, but nothing is kept. At R50 or less a till slip is enough, so this does not show for those.
• Amber, You said you have it: the proof box is ticked, but nothing is kept in Worklog. Your word is never shown as green.
• Red, No proof: nothing is kept and nothing is ticked. A VAT claim over R50 with nothing kept and nothing ticked shows this too.
• Grey, Not needed: bank charges, wages paid through a pay run, SARS payments recorded with Mark filed, staff advances and refunds of a credit. The statement, payslip or return is the record.
• Only a VAT-registered business sees the tax invoice signs.
• Over R5 000 the answer you give to the full tax invoice question is now kept with the entry. Entries saved before that have no answer, so they stay amber until you confirm each one.

The signs show what you have kept and what you have said. Worklog does not read your documents, so a sign is not a check of what is on them. SARS rules still decide what counts as a record, and for how long you must keep it (five years). Ask your accountant before you stop keeping any original. A login sees signs only for what it can already open, and the counts say what they leave out.

Where to find it

• On a computer: 📎 Proof of purchase, in the Purchases group of the menu on the left, after Age Analysis.
• On a phone: tap Tools at the bottom, then the Purchases card.
• Every business type shows it. A team member also needs the permission below.

Who can open it

You, the owner, always can. Anyone else needs the Proof of purchase permission, set per person under Team & permissions, in the Purchases category. “Can see everything” and “Full control (manager)” include it. “Can log only” leaves it off, so someone on site can attach a slip without browsing the business’s paperwork.

• The lock is on the documents themselves, not only on this screen. Without the permission, a person sees that a document is on file but can’t open it.
• Payments are listed from Money out and supplier invoices from Supplier Invoices, so a person needs access to those too.

How a document gets kept

• Money out: on the line in Banking → + Add, tap More, then 📷 Photograph it or 📎 Attach the file under Keep the supplier's tax invoice; it is kept when you save. For a line already saved, tap it in Banking: under “I have a receipt or proof for this”, tap 📷 Take a photo or 📎 Choose a file; the entry then shows Proof on file, and the document is kept when you tap Save changes.
• A supplier invoice: use 📷 Photograph it or 📎 Attach the file in the “Keep the supplier’s tax invoice” box, or open a saved one that has none and attach it there. Supplier invoices are on the Team and Complete plans.
• A supplier’s credit note: record it in Supplier Credit Notes (Purchases → + New, then 🧾 Link to one of their invoices) and use the “Keep the supplier’s credit note” box. Once the credit is saved, this screen and the credit note itself are where you open that document again.
• The WhatsApp bot: a cost you send as a photo or PDF keeps that file with the entry it saves, when that entry is the one the photo shows.
• Quick Log: a photo of a supplier’s invoice goes with it when you tap Check and save the invoice →. A photo it turns into an ordinary expense is not kept — attach it to the saved entry from Banking.

File types and sizes

• Photos (JPG, PNG or WebP) and PDFs, up to 10 MB a file. Photos are shrunk to a few hundred KB before they are kept.
• One document per payment, supplier invoice or credit, so keep a long invoice as one PDF.
• A PDF under 10 MB is kept as it arrived. A bigger scan is shrunk page by page on your own phone or computer; one over 15 pages can’t be, so attach the pages that show the invoice, or split it up.
• The WhatsApp bot takes a PDF under 10 MB, and tells you when a photo or file is too big.

A kept document stays as it is

Nobody in the business can change, remove or swap a kept document, and editing the entry never clears it: proof that could quietly be replaced would not be proof. Your documents only go when your records do — see Download or delete your records.

Needs proof in Banking

Banking’s 📄 Needs proof filter (in Show ▾) gathers the money-out entries with nothing behind them yet: not matched to a supplier invoice, not personal money, not from a pay run or a return you marked filed, not a bank charge (the bank statement is its record), with no document kept and no proof ticked. None of them can be reconciled until that changes.

1. In Banking, tap 📄 Needs proof, then the entry.
2. Tap 📷 Take a photo or 📎 Choose a file, then Save changes.

The entry leaves the list, can be reconciled, and its document shows up in Proof of purchase. Once an entry is two weeks old, the dashboard reminds you it still needs a receipt, and tapping that opens Banking on just those entries, oldest first. In Banking, an entry with a document kept has a 📎 button beside its amount for anyone with the permission.

Good to know

• The figure beside each month adds up every document listed, supplier invoices and payments alike, so it is not what you spent that month.
• The owner’s Download everything, under Business Hub → Your data, includes your kept documents in a proof-of-purchase folder, and says so if any could not be included.