# Client Receipt Collection Kit

Free templates for bookkeepers onboarding clients to a dedicated ZipReceipts address (`{alias}@in.zipreceipts.com`). Replace bracketed placeholders before sending.

ZipReceipts is a private receipt inbox + monthly ZIP export — not accounting or tax software, and not a Gmail/Outlook connection.

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## 1. Welcome email template

**Subject:** Your dedicated receipt address for [Client Business Name]

Hi [Client Name],

To keep purchase docs out of shared folders and long email threads, please forward every business receipt to:

**[alias]@in.zipreceipts.com**

You do not need an app, login, or a new accounting system. Forward (or CC) the vendor email, or photograph a paper receipt and email the image to that address.

I’ll download an organized monthly archive from ZipReceipts when we close the books. Nothing connects to your personal or work inbox — only what you deliberately send arrives.

Thanks,  
[Your Name]

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## 2. Monthly reminder template

**Subject:** Quick nudge — forward receipts to [alias]@in.zipreceipts.com

Hi [Client Name],

We’re heading into close for [Month]. If you have receipts still sitting in email, texts, or your camera roll, please forward them to **[alias]@in.zipreceipts.com** this week.

Reminder: no app or login required — just forward the receipt.

Thanks,  
[Your Name]

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## 3. Receipt submission checklist

Ask clients to send:

- [ ] Vendor / merchant name visible
- [ ] Date of purchase
- [ ] Amount and currency
- [ ] Tax line when shown on the receipt
- [ ] PDF or clear photo (avoid extreme blur / glare)
- [ ] One purchase per forward when possible
- [ ] Job or property note in the email body if you need it for coding

Avoid:

- [ ] Screenshots of screenshots that crop totals
- [ ] Mixing personal purchases into the business address
- [ ] Uploading into a shared Drive dump “for later”

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## 4. Client onboarding PDF outline

One-pager structure for your kickoff packet:

1. **Why a dedicated address** — stops chase / missing attachments  
2. **The address** — `[alias]@in.zipreceipts.com` (large, copyable)  
3. **How to send** — forward email receipts; photo + email for paper  
4. **What not to do** — no shared folder rename wars; no inbox sharing  
5. **Privacy** — ZipReceipts does not connect to Gmail or Outlook  
6. **Your role** — bookkeeper downloads monthly ZIP for close  

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## 5. Year-end document request checklist

In addition to ongoing receipt forwards, request:

- [ ] Missing months called out explicitly (e.g. “June and October look thin”)
- [ ] Large one-off invoices (equipment, contractors)
- [ ] Recurring SaaS / subscription invoices for the year
- [ ] Mileage or travel packs if you collect those separately
- [ ] Bank / card statements only if your engagement requires them (ZipReceipts is for purchase docs, not a statement vault)
- [ ] Confirmation that personal receipts were not mixed into the business alias

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*ZipReceipts · https://zipreceipts.com/for/bookkeepers*