ScanToSheetRepairs and service charges, sorted by property — not by shoebox
Rental income is straightforward; rental costs are not. A plumber called out to one flat, an annual boiler service, insurance across a portfolio, a locksmith between tenancies, a trip to inspect a property two hours away. Every one of them is deductible against a specific property, and the moment they are mixed together, the return becomes an estimate. ScanToSheet writes each receipt into your Google Sheet with the fields already separated, so property-level accounts stay accurate throughout the year rather than being rebuilt from a folder each spring.
Property-level accounting from the first receipt
Each scan becomes a row with merchant, date, net, tax and gross, so a property column lets you keep a separate account per address without separate spreadsheets. When a return has to be filed per property, that separation is the whole job.
Costs that match an irregular repair year
Some years are quiet; a boiler replacement year is not. A per-scan price follows the actual volume of work instead of charging a monthly fee against a portfolio that mostly looks after itself. Three scans are free to start.
Tenant and contractor details stay private
Invoices frequently name tenants, addresses and tradespeople. ScanToSheet reads only the document you submit, processes it in the EU under GDPR, stores it encrypted and deletes it automatically after 24 hours.
What landlords typically deduct
Allowable costs differ between repairs and improvements, and both need documenting — an undocumented repair is simply a lost deduction:
- Repairs and maintenance — a plumber called out for a leak in one flat
- Annual servicing and safety checks — a boiler service and a gas safety certificate
- Letting agent fees — the management commission on a tenancy
- Landlord insurance — the annual buildings and liability policy
- Service charges and ground rent — the quarterly charge on a leasehold flat
- Cleaning and turnover costs — an end-of-tenancy clean and a locksmith
- Advertising a vacancy — a listing fee on a rental portal
- Travel to properties — the drive to an inspection two hours away
- Professional fees — accountancy for the property accounts
- Garden and grounds upkeep — a gardener maintaining a shared garden
- Furnishings for a let — a replacement appliance in a furnished flat
- Finance costs — mortgage interest, subject to local rules
Scan your first receipts free
Turn the pile you are carrying around into a clean, filterable ledger in your own Google Sheet.
Scan 3 receipts free€0.10 per scan after your 3 free · only successful scans are charged · no subscription
Frequently asked questions
Can I keep separate accounts per property?
Yes. Add a property column to the sheet and every scanned receipt can be attributed to an address. Because the data sits in your own spreadsheet, a pivot or filter gives you a per-property profit and loss without maintaining a separate file for each one.
Does it distinguish repairs from improvements?
It extracts the document fields — merchant, date, amounts, tax and invoice ID — and the repair-versus-improvement judgement stays yours, because it depends on the work rather than on the receipt. What the sheet gives you is a dated, itemised record to make and evidence that call, which is what the distinction ultimately turns on.
What about invoices that arrive by email from contractors?
They are handled the same as paper. A tradesperson's PDF invoice and a card receipt from a hardware shop are read with the same fields and land as neighbouring rows, so the full cost of a repair is visible in one place.
Is tenant information from an invoice retained?
No. The document is processed in the EU under GDPR, stored encrypted and deleted automatically within 24 hours. The extracted fields go into the Google Sheet you own, and nothing is kept afterwards or used for training.
Receipt scanning for other professions
ScanToSheet — receipts to Google Sheets, by ActNow.