IRS Receipt Documentation Requirements for Self-Employed Workers
Exactly what the IRS wants to see on your business receipts, how long to keep them, and whether digital copies are acceptable for audit purposes.
Michael Torres
Tax Specialist
The IRS doesn't require receipts for every single expense — but for any expense over $75, and for all travel and entertainment costs regardless of amount, proper documentation is mandatory. Without it, the deduction is at risk.
The $75 Rule
For most business expenses under $75, a bank or credit card statement showing the amount, vendor, and date is sufficient. For expenses $75 and over, you need a receipt showing the specific items purchased and amounts. Travel and entertainment expenses require receipts regardless of amount.
Are Digital Receipts Acceptable?
Yes — the IRS accepts digital records under Revenue Procedure 98-25. A photo of a paper receipt taken with your phone qualifies as long as it is legible and shows all required information. Email receipts and PDF invoices are also fully acceptable.
ReceiptOne captures receipts via camera, email forwarding, or PDF upload and keeps them in the cloud for 10+ years — your documentation is there when the IRS asks.
Meal and Entertainment Documentation
- Amount of the expense
- Date the meal took place
- Name and location of the restaurant
- Business purpose of the meeting
- Names and business relationship of all attendees
Vehicle Mileage Logs
If you deduct vehicle expenses using the standard mileage rate, you must keep a contemporaneous mileage log — recorded at or near the time of each trip. It should include the date, destination, business purpose, and miles driven. Reconstructed logs created at year-end are frequently disallowed.