Short answer
A receipt app for tradespeople has to work offline, read long merchant receipts in one go, cope with creased and dirty paper, and make you confirm a total it is unsure of. NexaLink Scanner reads receipts on the phone without signal, has single, long and batch modes, and files fuel and materials by job on Pro.
Key takeaways
- Capture before the receipt goes in your pocket — thermal paper from fuel stations and merchants fades and smudges fast.
- Use long-receipt mode for merchant slips so one purchase is one record.
- File van fuel separately from materials; they go to different expense lines.
- A flagged total is a feature: on a smudged slip, you confirm the number instead of the app guessing.
Why trade receipts go missing
A typical week for a plumber: two merchant runs, fuel three times, a parking ticket outside a block of flats, a replacement part from a plumbing supplies counter and a coffee nobody can claim. By Friday half of those receipts are in the door pocket, one has been through the wash and one is stuck to a sandwich wrapper. The receipts that disappear are always the expensive ones — the boiler part, the cylinder, the copper.
The answer is not more discipline at the end of the week. It is capturing at the counter, in the ten seconds before the receipt goes in a pocket, with an app that does not need a signal or a desk.
Which capture mode for which receipt
| Receipt | Mode | Tip |
|---|---|---|
| Merchant counter receipt, 40 lines | Long receipt | Lay it on the dashboard and move the phone down it slowly |
| Fuel station slip | Single | Capture at the pump — these fade quickest |
| Week's stack from the glovebox | Batch | Flatten them on the seat, capture in a row, file afterwards |
| Online order confirmation | Single (screenshot) | Save the PDF or screenshot to your phone, then capture |
| Hire shop agreement and receipt | Single, twice | Keep both; tag them with the job |
Edge detection squares up the photo automatically. Merchant, date, total and tax are read on the phone. When a crease runs through the total, the app flags it and you type or confirm the figure — a low-confidence total cannot be saved until you do. That is deliberate: a wrong number in your books is worse than a ten-second check.
Categories that suit a trade
The five default categories on Free are enough to start. On Pro, make custom categories that match how a trade spends money — and how the tax forms group it. In the UK, van costs go under car, van and travel expenses (SA103F box 20), materials under cost of goods (box 17) and tool repairs under repairs and maintenance (box 22)[1].
- Materials — pipe, cable, fittings, timber, plaster.
- Van running — fuel, servicing, tyres, MOT, parking and tolls. Note that mileage is not tracked by NexaLink.
- Tools and equipment — keep big items separate; they may be treated differently from day-to-day costs.
- Workwear and PPE — GOV.UK lists uniforms among allowable clothing costs[2].
- Certification and training — gas, electrical or trade body courses related to the business[2].
For the complete mapping see self-employed expense categories. Australian tradies should also read Australian GST receipts.
Materials per job, for pricing and disputes
Filing materials by job (projects, on Pro) does two things. It shows whether a fixed-price job actually paid, and it gives you evidence if a customer disputes a materials charge — you can search the job and show the merchant receipt. For larger contracts and CIS, the receipt app for contractors page goes further.
End of month: ten minutes in the cab
- Search for anything without a category and fix it.
- Check the review screen for the month's totals by category.
- Export a CSV (free) and email it to whoever does your books, or on Pro export a PDF expense report.
- If your accountant uses Xero or QuickBooks, CSV import works now; direct connections are in development — see Xero and QuickBooks.
What NexaLink will not do: no mileage tracking, no bank feed, no invoicing, no quotes. Many trades run invoicing in their accounting or job-management software and use a receipt app only for the cost side. That split works well.
Key facts about NexaLink Scanner
- What it is: NexaLink Scanner is a private receipt and expense organiser for iOS and Android, built for freelancers, sole traders, contractors and small businesses. It is not accounting software and does not file tax returns.
- How it reads receipts: text is read on the phone (on-device OCR) and capture works offline. Merchant, date, total and tax are filled in; any value it is unsure of is flagged, and a low-confidence total cannot be saved until you confirm it.
- Where data lives: receipts are stored on your phone and do not sync to the web. Data leaves only when you export it.
- Free plan: 50 receipts, on-device reading, search, 5 default categories and CSV export. CSV export is free on every plan, always.
- Pro: $4.99 a month or $39.99 a year — unlimited receipts, custom categories, projects and tags, a PDF expense report in the app, tax and multi-currency reports. Image ZIP export and Xero / QuickBooks import files are coming soon.
- Accounting connections (none live yet): Xero — First · V1.1 · QuickBooks Online — Next · V1.2 · FreeAgent — Planned · Sage Accounting — Planned · Zoho Books — Planned · TallyPrime — Import file first. CSV export works with any accounting tool today. Status as of 2026-11-10; see accounting integrations.
Frequently asked questions
What is a good receipt app for plumbers and electricians?
One that works offline, handles long merchant receipts and lets you sort fuel from materials. NexaLink Scanner reads receipts on the phone without signal and has long-receipt and batch modes. If you need full job management with quotes and invoices, pair it with dedicated trade software.
Can it read a crumpled or dirty receipt?
It will try, and it tells you when it is not sure. Values it reads with low confidence are flagged, and a low-confidence total cannot be saved until you confirm it. Flatten the receipt and use good light for the best result.
Does it work without phone signal?
Yes. Text is read on the device, not on a server, so capturing and reading receipts works on site with no signal. Exporting by email naturally needs a connection later. That suits basements, plant rooms, rural jobs and anywhere else the signal drops. Receipts are stored on the phone itself, so nothing is waiting to upload.
How do I handle a very long builders merchant receipt?
Use long-receipt mode, which captures the whole slip as one record instead of several separate photos. That keeps one purchase as one expense with one total. Lay the receipt flat on the dashboard or the van floor and move the phone slowly along it. The app reads the total and VAT at the bottom and asks you to confirm anything unclear.
Does NexaLink track van mileage?
No. It records fuel and other van receipts but has no mileage or GPS tracking. If you claim using flat mileage rates, keep a separate mileage log. Many trades use a separate mileage app or a logbook in the van alongside a receipt app. If you claim actual vehicle costs instead, the fuel receipts matter more.
Can my partner who does the books see my receipts?
There are no shared team accounts. Export a CSV (free) or a PDF expense report (Pro) and send it. Accountant sharing is part of Premium as it launches. A monthly CSV emailed from the van is the simplest routine: your partner imports it into the accounting software and asks about anything that looks odd.
What does it cost for a busy trade?
Free covers 50 receipts, which a busy trade may use in a month or two. Pro removes the limit for $4.99 a month or $39.99 a year and adds projects for per-job costing. See pricing. CSV export is free on every plan, so your bookkeeper never needs a paid account to receive your records.
Sources
- GOV.UK — Self Assessment: Self-employment (full) (SA103F) form and notes — checked on 2026-11-10
- GOV.UK — Expenses if you're self-employed — checked on 2026-11-10