How to Send Receipts to FreeAgent Smart Capture
Two ways to do it: snap it on your phone, or upload it on your computer. Both are quick — and once a receipt is in, FreeAgent tries to match it to the bank payment for you.
By In Front Accounting · First published 1 August 2026 · Updated 21 October 2026
What is Smart Capture?
Smart Capture is the bit of FreeAgent where you send pictures of receipts and supplier invoices. FreeAgent tries to read the date and amount and suggest a cost category, then attaches the receipt to a matching bank payment if one is already there. Some features, such as the Smart Capture Unlimited add-on, may cost extra.
Capturing a receipt is only the first step: the amount, VAT treatment and bank entry still need checking. Our FreeAgent accounting service can include those bookkeeping checks, VAT return review and year-end support within an agreed scope.
Option 1: On your phone (easiest)
Open the FreeAgent app
If you haven't got it, download 'FreeAgent' from the App Store or Google Play and log in with your normal details. Smart Capture on mobile needs iOS 18 or newer, or Android 9 or newer.
Tap the green '+' button
It's at the bottom-right of the app. Choose 'Smart Capture' from the 'Add new...' menu.
Take a photo of the receipt
The camera opens inside the app. Lay the receipt flat in good light with the whole receipt in the frame, so the date and total are readable.
Tap 'Done' and name the file
Review the image, select 'Done', then give it a name you'll recognise later (for example the supplier and date).
Keep the paper until you've checked it
Once the photo is clear and saved, HMRC generally accepts a digital copy as your record. Check the image is legible before you throw the paper away.
Option 2: On a computer
Log in to FreeAgent
Use your usual email address and password.
Open Smart Capture
Use the drop-down menu at the top-right of the screen and select 'Smart Capture'.
Select and upload your files
Choose one or more files and upload them. Photos (JPG/PNG) and PDFs work; each file can be up to 5MB.
Let FreeAgent read it
Smart Capture tries to pull out the date and amount and suggest a cost category.
Check the match
If a matching 'money out' bank transaction already exists, FreeAgent attaches the receipt to it. Check the date, amount and VAT are right — don't add a separate manual entry for a payment that's already in your bank feed.
Quick rules to keep it clean
One receipt per photo
Don't fit three receipts in one picture — FreeAgent may not read them correctly.
Do it the same day
Snap it when you get it. Receipts in a glovebox are receipts you'll lose.
Send everything
If the business paid for it, we want it. Better to send too much than too little.
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Common Questions
Does Smart Capture create a second entry for a payment already in my bank feed?
It shouldn't. Smart Capture attaches the receipt to a matching 'money out' bank transaction where one exists. Don't also add a manual bank entry for the same payment, or it will be counted twice.
Do I still need to keep the paper receipt?
HMRC generally accepts clear digital copies. Make sure the uploaded image is legible before throwing the paper away, and ask us if you're unsure about a particular document.
What if the photo is blurry or the total is wrong?
Check the date and amount FreeAgent has read and correct them, or delete the file and take a clearer photo.
Can I upload PDFs and several files at once?
Yes. On a computer you can select several photos or PDFs and upload them together; each file can be up to 5MB.
What should I do if I can't log in?
Use 'Forgotten password' on the FreeAgent login page, or give us a ring on 01277 549101 and we'll sort your access out.
Want us to handle the bookkeeping?
You snap the receipts, we check the rest. Read about our FreeAgent accountant service, or send us a message.
Book a free 30-minute callSources: FreeAgent: capture a receipt on mobile, FreeAgent: upload a file and FreeAgent: how Smart Capture works. Menu names may change. General guidance, not advice on your circumstances.