Skip to content

Snap receipts into the ledger

Bought something with booster money — supplies on the org's debit card, concessions stock, a cash purchase from the till? Don't let the receipt ride around in a glove box until it fades. Take a photo of it right there in the parking lot and it lands in the treasurer's inbox as a pending expense, with the amount, store, and date already read off the photo for them.

Any officer or staff member of the booster organization can do this — not just the president or treasurer.

Snap a receipt

  1. From your booster dashboard (or the Ledger page), tap Snap a Receipt.
  2. Tap the big camera button and take a photo of the receipt. Get the whole thing in frame — total and date included. (You can also pick an existing photo: JPG, PNG, or WEBP, up to 5 MB.)
  3. Add a note for the treasurer if it needs context — "props for the trailer, approved at the May meeting" — then tap Submit.

That's it. MusterSheet reads the amount, store, purchase date, and a one-line description off the photo automatically and suggests an expense category. The submission goes to the treasurer's Receipt Inbox — nothing hits the books until they confirm it.

If the photo couldn't be read

Blurry photo, faded thermal paper, or automatic reading not available? No problem — the receipt still goes to the treasurer's inbox, and they'll fill in the details from your photo when they review it. Your note helps a lot in that case.

Review the inbox (treasurer or president)

Officers who manage the books see a Receipt Inbox link on the Ledger page and the dashboard, with a badge counting receipts waiting on them.

Each pending receipt shows the photo, who sent it and when, their note, and the details read off the photo — marked "Read automatically — please verify". Always eyeball the photo against the prefilled numbers; the camera is good, but it's not the treasurer.

  • Confirm & add to ledger — check (or fix) the amount, category, payment method, date, and payee, then confirm. This records a real expense transaction on the ledger, linked to the receipt photo, and it's audit-logged like every other entry.
  • Dismiss — for duplicates, personal receipts sent by mistake, or unreadable photos. You can add a short reason so the submitter knows why.

Receipt snap or reimbursement?

They look similar but answer different questions:

  • Snap a receipt — the organization's money was already spent (org debit card, cash from the till). Confirming records the expense. Nobody gets paid back.
  • Reimbursement — your own money was spent and the boosters owe you. The treasurer approves it and pays you by cash or check, which records the expense.

If you paid out of pocket, use My Reimbursements — a snapped receipt won't get your money back.