What are some tips to avoid common errors or mistakes when adding notes and comments to your receipts?

1 Use the right format

Depending on the expense management software or system you use, you may have different options to add notes and comments to your receipts. Some may allow you to type text, attach files, or use voice notes. Others may have predefined fields, categories, or tags. Whatever the format, make sure you use it correctly and consistently. For example, if you use text notes, use proper grammar, punctuation, and spelling. If you use voice notes, speak clearly and avoid background noise. If you use files, make sure they are readable and compatible with the software.

2 Provide essential details

The purpose of adding notes and comments to your receipts is to provide additional information that is not evident from the receipt itself. This may include the business purpose, the attendees, the project code, the approval status, or any other relevant details. However, you don't need to provide unnecessary or redundant information that is already captured by the receipt or the expense report. For example, you don't need to repeat the date, amount, or vendor name. Also, avoid personal opinions, jokes, or irrelevant remarks that may confuse or offend the reviewer.

3 Follow the policies and guidelines

Every organization has its own policies and guidelines for creating and submitting expense reports. These may vary depending on the type, amount, or frequency of the expenses. You should familiarize yourself with these policies and guidelines and follow them when adding notes and comments to your receipts. For example, some expenses may require prior approval, receipts over a certain amount may require more details, or certain categories may have specific rules or limits. If you are unsure or have questions, consult your manager or the finance department.

4 Review and edit your notes and comments

Before you submit your expense report, you should review and edit your notes and comments to make sure they are accurate, complete, and consistent. You may want to use a spell checker, a grammar checker, or a proofreading tool to catch any errors or mistakes. You may also want to compare your notes and comments with the receipts and the expense report to ensure they match and support each other. If you find any discrepancies, errors, or missing information, correct them as soon as possible.

5 Keep a backup of your notes and comments

Sometimes, things can go wrong with the expense management software or system, or your notes and comments may get lost, corrupted, or deleted. To avoid losing your work and having to redo it, you should keep a backup of your notes and comments. You can do this by saving them in a separate file, sending them to yourself by email, or using a cloud storage service. This way, you can easily access and restore them if needed.

6 Ask for feedback and improve your skills

One of the best ways to avoid common errors or mistakes when adding notes and comments to your receipts is to ask for feedback and improve your skills. You can ask your manager, your colleagues, or the finance department for their suggestions and tips on how to write better notes and comments. You can also learn from your own mistakes by reviewing the feedback you receive from the reviewers or auditors of your expense reports. By applying the feedback and tips, you can improve your skills and avoid repeating the same errors or mistakes in the future.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?