# Consulting Trip Receipt Checklist

A practical list of receipt types independent consultants often forward or upload to a dedicated ZipReceipts address (`{alias}@in.zipreceipts.com`)—especially around client travel. Use it as a packing-and-retention reminder, not as tax or expense-report advice.

ZipReceipts is a private receipt inbox + monthly ZIP export. It does not connect to Gmail or Outlook, does not auto-distinguish reimbursable vs business expenses, does not build expense reports, and is not accounting or tax software.

**Disclaimer:** Whether a purchase is deductible—or reimbursable by a client—depends on your contracts, circumstances, and applicable rules. Confirm with your client, accountant, or tax professional. This checklist does not determine deductibility or reimbursement eligibility.

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## Before / during travel

- [ ] Flight or train e-ticket / itinerary receipt
- [ ] Hotel folio (full stay, not just the confirmation)
- [ ] Rides, taxis, parking, and tolls tied to the engagement
- [ ] Airport or station Wi-Fi / day-pass receipts if billed separately
- [ ] On-the-road meal receipts (clear photos OK)

## Client entertainment & meals

- [ ] Client dinner / lunch receipts
- [ ] Tip and tax visible when possible
- [ ] Note the client or engagement on your own process (ZipReceipts does not auto-tag clients)

## Research, software & practice overhead

- [ ] Research platform renewals and report purchases
- [ ] CRM, notes, proposal, and productivity SaaS
- [ ] Professional membership / association dues
- [ ] Coworking day passes or memberships
- [ ] Training, conference, or CE receipts
- [ ] Subcontractor invoices you pay to deliver the work
- [ ] Client materials (print, samples, workshop supplies)

## Retention purposes (you choose—product does not auto-sort)

- [ ] **Client reimbursement** — supporting docs for what the client will repay
- [ ] **Internal records** — proof for engagements even when not reimbursed
- [ ] **Bookkeeping** — pack for your bookkeeper / ledger process
- [ ] **Tax prep** — period archive for your CPA (not tax advice)

## After the trip

- [ ] Forward lingering vendor emails still in personal mail
- [ ] Upload paper photos / PDFs you captured on the road
- [ ] Download the monthly (or trip-period) ZIP when reports or books need the pack
- [ ] Keep personal purchases out of the business alias

## Before you forward or upload

- [ ] Vendor name visible
- [ ] Date and amount clear
- [ ] PDF or clear photo (avoid extreme blur / glare)
- [ ] Business or engagement-related purchase only
- [ ] One purchase per forward when possible

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## How ZipReceipts fits

1. Forward (or upload) consulting receipts to your private address.
2. Files are stored and normalized for your business—renamed and available in month-scoped downloads.
3. Download a monthly ZIP when reimbursement, bookkeeping, or tax prep needs the files.

Hard client separation: use separate ZipReceipts businesses (each with its own alias). One business inbox + monthly exports works when soft organization is enough.

No inbox OAuth. Only deliberately sent files arrive.