What counts as a valid receipt, and when is it due?
Last verified October 18, 2026
Every card purchase needs an itemized receipt or order confirmation within 14 days of the transaction, the Receipt Deadline in Exhibit B of your agreement. After that, reminders repeat every 3 days, and the Foundation may suspend cards until it's in.
What counts
The agreement asks for an itemized receipt for every card transaction (Section 8.2). The Cardholder Agreement also accepts an order confirmation (Section 2.4). Either way it should show:
- the store or website
- the date
- each item bought and its price
- the total
A card statement line or a bank notification only shows a total, so it isn't itemized. A packing slip without prices doesn't show what was paid.
Files can be a photo or a PDF: JPEG, PNG, WebP or PDF, up to 10 MB.
The team also has to keep a record on Robolyst of what each expense was for (Section 9.1).
When it's due
Within 14 days of the transaction date. That's the Receipt Deadline printed in Exhibit B of your signed agreement.
Here's what happens along the way:
| When | What happens |
|---|---|
| The purchase settles | The cardholder gets a "Receipt needed" notification with an upload link. Members with View finances are told too. |
| 14 days pass with no receipt | Reminders start, to the cardholder and to members with Manage receipts |
| Every 3 days after that | Another reminder, until a receipt or a lost-receipt statement is in |
Refunds never need a receipt.
What happens if it's late
Section 9.4 lets the Foundation suspend card privileges, or hold back approval of further spending, while receipts are outstanding past the deadline. The Cardholder Agreement lets it suspend or revoke an individual card for missing receipts.
If the receipt is lost
Try the store first. Most online stores can resend an order confirmation, and many shops can reprint a receipt.
If there's truly nothing, use No receipt available? (or No receipt? on the Balance page) and write what the purchase was for. That records a lost-receipt statement and stops the reminders. It isn't a receipt, so keep it for real losses.
Reimbursements
Out-of-pocket spending only gets paid back with an itemized receipt (Section 7.3). If the person is a minor, a parent or guardian, or an adult team leader, has to confirm it too.