How do I upload expense receipts to VAT GPT?

Open the "Expenses" menu, choose the reporting period and drop your invoices into the "Germany" or "EU & Non-EU" field. The AI reads the values, you check and correct them; the confirmed receipts become the input VAT in your VAT return.

Last updated: 29 October 2026

In brief

  • Where: "Expenses" menu, two fields: "Germany" and "EU & Non-EU".
  • Files: PDF, JPG, PNG, GIF, BMP, WebP, TIFF and XML, several at once.
  • Check: After reading, VAT GPT shows "Successful", "Needs Review" or "Failed".
  • Allowance: On the Free plan the AI reads up to 100 invoices per month; Pro has unlimited AI invoices.

How do I upload receipts step by step?

  1. Open "Expenses" in the menu.
  2. Under "Select Reporting Period" choose the "Domestic VAT Period" (Monthly, Quarterly or Yearly) and the month or "VAT Quarter".
  3. Drop the invoices into "Germany" if the supplier is in Germany, otherwise into "EU & Non-EU". Alternatively click "Select Files"; select several files with Ctrl/Cmd+click.
  4. Wait for "Processing Complete". It shows how many receipts are "Successful", "Needs Review" or "Failed".
  5. Open receipts marked "Needs Review", check the values in the "Edit Invoice" window and click "Save Changes".
  6. Check the "VAT Summary (Expenses)" and the "Country Breakdown".

What this means for you: At upload you only decide period and field; the AI reads date, amounts, tax rate, country and category.

Which files does VAT GPT accept?

PDF, JPG, JPEG, PNG, GIF, BMP, WebP, TIFF and XML. A ZUGFeRD PDF or an XRechnung is read directly from its structured data, without AI, when that data is usable. A file you already uploaded is rejected as a duplicate; an unsupported file type triggers a message.

What this means for you: Phone photos are enough, and so is an e-invoice as XML.

What does "Needs Review" mean?

VAT GPT flags a receipt when the AI is unsure about the values or when the detected tax type does not fit the chosen field. In the "Edit Invoice" window you see the document and the detected values side by side and correct what differs.

What this means for you: Focus on the flagged receipts first; still spot-check the "Successful" ones.

How do I find uploaded receipts again?

Under "Uploaded Documents" you search with "Search documents..." and sort by name, date, country or category. "Select All" and "Clear Selection" mark several receipts at once.

What this means for you: All receipts of a period sit in one place and can later be exported for your tax adviser.

How long must I keep receipts?

Invoices and accounting records must be kept under § 147 AO; the periods are explained in Receipt retention periods. Input VAT deduction is governed by § 15 UStG.

What this means for you: VAT GPT stores your receipts in your account; the retention duty remains yours.

How VAT GPT helps

  1. Upload: You upload your expense receipts.
  2. Check: You review the values the AI read and confirm them.
  3. Send: The confirmed expenses flow into the VAT return and the EÜR; with VAT GPT Pro you send them through ELSTER.

There is Free (AI reads up to 100 invoices per month), Go (30 days free with all Pro features) and Pro (unlimited). Try it for free

No tax advice: This content does not replace individual advice.

Frequently asked questions

What happens when my AI allowance is used up? VAT GPT tells you the monthly allowance of free AI invoices is used up; with Pro you process an unlimited number.

Can I change a receipt afterwards? Yes, via "Edit Invoice" and "Save Changes".

Where do invoices from other EU countries go? Into the "EU & Non-EU" field.

How do I check that the input VAT is right? In the "VAT Summary (Expenses)"; the deduction rules are in Input VAT deduction: conditions.

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