Common mistakes when sending receipts to your accountant (and how to avoid them)

Your accountant has seen it all. But there are mistakes that repeat quarter after quarter and cost them time — time you end up paying for.

1. Sending loose photos via WhatsApp

47 photos with no order, no names, no context. Your accountant has to open each one, identify the supplier, find the amounts, and type everything manually. The most common mistake and the most time-consuming.

2. Mixing personal and business expenses

If you send the supermarket receipt where you bought printer paper along with the weekly family groceries, your accountant cannot tell what is deductible.

3. Not asking for an invoice when you should

A simplified receipt for €500 does not allow VAT deduction. If you had asked for a full invoice with your tax ID, you would have deducted €105 in VAT.

4. Sending everything at the last minute

If your accountant receives 90 invoices on April 19th for the Modelo 303 due on the 20th, there is no time to review them. Result: errors, rush, and stress for both of you.

5. Forgetting recurring expenses

The social security payment, insurance, phone bill, software subscriptions — expenses paid monthly that many forget to include in the filing.

6. Not tracking per-supplier totals

If you purchase more than €3,005.06 per year from the same supplier and don't declare it on Modelo 347, you could have a problem with the tax authority.

7. Blurry or cropped photos

If the supplier's tax ID is unreadable, or the total is cut off, your accountant cannot do anything with that receipt.

How to avoid all of them

Most of these mistakes disappear if you capture each expense in the moment with an app that extracts the data and organizes it. SinTrámite does exactly that: snap the receipt, data extracted, and when it is time to file your accountant receives a clean Excel with everything linked.