Receipts are the nightmare of running a trade business
Spending hours typing up receipts at the end of the month is unpaid admin. Losing receipts means you pay too much tax.
Receipts stuffed in van glovebox, pockets, and toolbags
By the time tax season comes around, half of your receipts are faded, illegible, or completely lost.
Hours spent typing expenses into spreadsheets
Instead of finishing on Friday and enjoying your weekend, you are stuck typing numbers from merchants.
No idea which jobs are actually profitable
Because you are not tracking materials and fuel against specific jobs, you do not know where your margins are.
How it works
Log every single purchase in seconds without any accounting hassle.
Snap a photo of your receipt on WhatsApp
Whenever you buy fuel, tools, or materials, just take a quick picture and send it to our WhatsApp number.
AI extracts the supplier, amount, VAT, and date
AdminHelper automatically reads the receipt, calculates the VAT, categorises the purchase, and extracts the date.
Expense is logged and synced to your accounting
The logged expense appears instantly in your dashboard and flows straight into your accounting software.
Never lose a penny of tax relief again
By snapping receipts the moment you get them, you keep your digital records complete and safe. No more missed write-offs, no more emergency bookkeeping sessions before the tax deadline.
- Keep full digital records matching HMRC requirements
- Track VAT splits on materials, tools, and materials
- Secure cloud storage so receipt photos never fade
- Instantly search past purchases by merchant or category
Built specifically for on-site receipt logging
Stop wasting time on bookkeeping. Let our AI handle the data entry.
Receipt photo scanning
AI reads receipt receipts from any UK merchant or supplier including Screwfix, Travis Perkins, and fuel stations.
Auto-categorisation
Materials, fuel, tools, subcontractors, skip hire - every single expense categorized automatically.
VAT extraction
VAT amounts, rates, and totals are pulled accurately from receipts to simplify your quarterly VAT return.
Accounting sync
Expenses pushed to Xero or FreeAgent alongside your invoices to eliminate duplicate manual entry.
Monthly summary
A clean WhatsApp report showing your exact spending breakdown so you know where your money goes.
Job linking (coming soon)
Link expenses to specific projects or jobs to calculate your true net profit margin per job.
Frequently asked questions
Got questions? We have answers about our WhatsApp expense tracker.
How do I log an expense?
Just send a photo of the receipt to AdminHelper on WhatsApp. Our AI reads it and logs everything automatically.
What details does it extract from receipts?
Supplier name, date, total amount, VAT amount, and a description of what was purchased.
Can I track expenses against specific jobs?
Job-linked expense tracking is coming soon. For now, all expenses are logged against your business.
Does it sync to my accounting software?
Yes, expenses sync to Xero or FreeAgent alongside your invoices.
What if the receipt is hard to read?
Our AI handles most receipt formats. If it struggles, it will ask you to confirm the details.