Updated Checked by the Tax-Services.ca editorial team How we check
Missing receipts for business expenses are a problem, but not always a fatal one. The CRA expects records for six years, and if a receipt can’t show what tax was charged and how much, a GST/HST input tax credit can’t be claimed on it. So the first job is to rebuild the paper trail, before anyone asks for it.
What does the CRA want on a receipt?
For GST/HST credits, the detail depends on the size of the purchase. This is from the CRA’s memorandum on documentary requirements.
| Purchase | What the document must show |
|---|---|
| Under $30 | Supplier name, date, total paid, and tax that can be worked out |
| $30 to $149.99 | The above, plus the supplier’s GST/HST number, the tax amount, and the rate |
| $150 or more | All of that, plus your name, the payment terms and a description of what you bought |
Acceptable papers go beyond the till slip. Invoices, credit card receipts, account ledgers, written contracts and computerized records can all count.
How can I replace a lost receipt?
Ask first. Call or email the seller and request a duplicate, since many keep sales records and can reissue one. That’s usually the cleanest fix, and it costs nothing.
No luck? Build the best file you can. A bank or card statement shows the date and amount but not what you bought or the tax, so add a written note saying what the item was, why the business needed it and who else was there if it was a meal. Write it now, not at audit time.
We couldn’t confirm from an official page how the CRA treats an income tax deduction when the receipt is gone. Assume any undocumented amount is at risk.
What does a missing receipt actually cost?
Two things can go wrong, and they’re different in size. The first is the tax credit. A $200 purchase in Ontario carries $26 of HST, according to the GST/HST calculator. If the receipt fails the test above, that $26 stays with the government.
The second is the deduction, and it’s bigger. Say you’re a sole proprietor in Ontario with $75,000 of net business income after claiming a $5,000 expense. If that expense is thrown out, income rises to $80,000. The self-employed tax calculator shows income tax and CPP going from $20,212.57 to $22,126.47.
That’s $1,913.90 for one missing pile of paper. It leaves out GST/HST, EI and any interest or penalty.
Can I keep scans instead of paper?
Often yes. The CRA’s circular on electronic records says paper can be destroyed after imaging if the process meets a Canadian standard, with a logbook of imaging dates and signatures. A phone photo you never labelled probably falls short of that. Electronic records must also be readable, backed up and kept for six years.
If your records were lost in a fire, flood or similar event, the CRA has separate guidance for disasters, and its business line is 1-800-959-5525.
How do I stop it happening again?
Photograph each receipt the day you get it, and file it by month. Match your card statement once a month, so a gap shows up while the seller still remembers you. Then check the tax side. If you employ someone, the payroll remittance calculator shows what you owe the CRA, and it needs records too.
Taxi rides are an odd case. The CRA lets some fares go through without the driver’s GST/HST number on the receipt, but only in the situations it sets out, so read the memorandum first.
Where the numbers come from
Receipt rules come from the CRA’s GST/HST Memorandum 8-4 and its record keeping pages, read on 30 September 2026. Tax examples use the 2026 federal and Ontario rates in our calculators. This site has no link with the CRA or any government body.
Frequently asked questions
How long must I keep business receipts?
Generally six years from the end of the last tax year they relate to.
Can I claim GST/HST without a receipt?
Not if the documents fail to show that tax was charged and how much. The CRA has a few limited exceptions.
Does a bank statement replace a receipt?
It shows the date and amount but not what you bought or the tax. Add a written note and ask the seller for a duplicate.
Can I throw away paper receipts after scanning them?
The CRA allows it if the imaging follows a Canadian standard with a logbook. An unlabelled photo may not qualify.
What if my records were destroyed in a disaster?
The CRA has separate guidance for disasters. Call its business line at 1-800-959-5525.
- Self-employed taxes in Canada: income, CPP and GST
How tax works when you are self-employed in Canada: reporting income and expenses, paying both halves of CPP, instalments and when to register for GST
Information only. This page is general information, not tax, legal or accounting advice. Tax-Services.ca is an independent publisher: we don't prepare or file tax returns or offer tax services, and we have no connection with the CRA, Revenu Québec, any government or any company named on this page. Check the figures that matter with an official source or a qualified professional.