What receipts does the CRA require self-employed Canadians to keep?

The CRA requires records of all business income and expenses, including receipts, invoices, bank statements, and contracts. Every claim on your T2125 must be supported by documentation showing the amount, date, vendor, and business purpose.

How long do self-employed Canadians need to keep receipts?

The CRA requires you to keep all business records and supporting documents for a minimum of 6 years from the end of the last tax year they relate to. If you file late or are under audit, the retention period may be extended.

Does the CRA accept digital receipts?

Yes. The CRA accepts digital copies of receipts as long as they are a true copy of the original, clearly legible, and accessible if requested. Photos taken on a smartphone are acceptable if they capture all information including the amount, date, vendor name, and HST number.

What information must a receipt contain to be valid for CRA?

A valid receipt must show: vendor name and address, date of purchase, description of goods or services, total amount, HST/GST amount (if applicable), and the vendor's GST/HST registration number for purchases over $30.

What happens if I'm audited without receipts?

If audited without supporting receipts, the CRA will typically disallow the expense claims, resulting in additional taxes, interest, and potentially penalties. In some cases, the CRA may accept alternative evidence such as bank statements, but having actual receipts is strongly advised.

← Back to Blog·Compliance2026-03-29· 8 min read

CRA Receipt Requirements: What Self-Employed Canadians Need to Keep

One of the most common questions self-employed Canadians ask is: "What receipts do I actually need to keep?" The short answer: more than you think. Here's the definitive guide to CRA receipt requirements for 2025/2026.

The Basic Rule

CRA's position:

"You have to keep records of all transactions related to your business activities. These records must support your income and expense claims."

Source: CRA Guide T4002

How Long to Keep Receipts

6 years

General rule — keep all business receipts and records for at least 6 years from the end of the tax year they relate to.

Indefinitely

If you filed late, the 6-year clock starts from the filing date, not the tax year. If you never filed, keep records indefinitely.

What Must Be on a Valid Receipt

For the CRA to accept a receipt as proof of a business expense, it should contain:

✓Date of the transaction

✓Name and address of the vendor

✓Description of the goods or services

✓Total amount paid

✓GST/HST amount (if applicable)

✓GST/HST registration number of the vendor

✓Method of payment

Digital vs. Paper Receipts

Great news: the CRA accepts digital copies of receipts. You don't need to keep the paper originals — as long as the digital version is:

📸

Legible

All text must be readable. No blurry photos of faded thermal receipts.

📁

Organized

Stored in a way that you can retrieve them if CRA asks. A folder of random screenshots won't cut it.

🔒

Secure

Protected from loss, damage, or unauthorized changes. Cloud storage counts.

✅

Complete

The digital copy must contain all the same information as the original receipt.

💡 Why this matters for R2Sheet users

When you scan a receipt with R2Sheet, the original image is uploaded to your Google Drive and the extracted data is logged in your Google Sheet. This satisfies all four CRA requirements: legible (original photo), organized (categorized in your Sheet), secure (Google Drive), and complete (AI extracts all fields).

What If You Don't Have a Receipt?

It happens. You lost the receipt, or the vendor didn't give you one. The CRA may still accept the expense if you can provide alternative proof:

•Credit card or bank statement showing the charge
•Email confirmation or digital invoice
•Cancelled cheque
•Vendor's written confirmation

However, alternative proof is weaker than an actual receipt. The CRA may disallow the deduction during an audit. Best practice: scan every receipt when you get it.

Common Mistakes to Avoid

❌

Keeping credit card statements instead of receipts

A credit card statement shows the amount and vendor, but NOT what you bought. The CRA wants to see the actual receipt.

❌

Waiting until tax season to organize receipts

By April, half your thermal receipts have faded to blank. Scan them within a week of purchase.

❌

Not tracking HST separately

If you're registered for GST/HST, you need to track the HST paid on each purchase to claim ITCs. A receipt that just says "$113.00" isn't enough.

❌

Mixing personal and business expenses

If the CRA sees personal items on your business expense receipts, they may question all your deductions.

Receipt Keeping Checklist

✓Scan every receipt within 1 week of purchase

✓Store digital copies in an organized system (not a random folder)

✓Ensure receipt shows vendor name, date, amount, items, and HST

✓Track HST amounts separately for ITC claims

✓Keep records for at least 6 years

✓Separate personal and business expenses

Make CRA compliance effortless

R2Sheet stores receipt images in your Google Drive and logs extracted data in your Google Sheet — organized, searchable, and CRA-ready for 6+ years.

Try R2Sheet Free →