Do I need receipts and proof?

Receipts, contracts, invoices – in the digital age, you no longer need to submit receipts unprompted with your tax return. But be careful: that does not mean you can simply throw them away! Find out why keeping proof is still important here.

🚀 Your Guide 

• Do I Need to Prove My Expenses?
• When Do I Have to Submit Receipts?
• How Can I Prove My Expenses?
• How Do I Submit Proof to the Tax Office?
• In Which Cases Does the Tax Office Request Receipts?
• I Lost My Receipts – What Now?
• What Happens If My Proof Is Not Accepted?
• How Long Should I Keep Receipts?
• What Documents Does the Tax Office Already Have?

Do I Need to Prove My Expenses?

👉 The short answer is: Yes.
If you want to claim certain expenses on your tax return, you must be able to prove them with receipts. This is the only way to credibly show the tax office that you actually incurred and paid for these costs.

🤓 You are only exempt from this obligation if you use certain flat-rate allowances or tolerance limits. These allow you to apply fixed amounts for certain expenses without needing individual proof.

ℹ️ More information here: Flat-rate allowances and tolerance limits: Deducting expenses without receipts

When Do I Have to Submit Receipts?

You must be able to prove your expenses, but you do not have to submit receipts automatically. In fact, it’s the opposite:

💡 Receipts and invoices only need to be submitted if the tax office explicitly requests them.

It’s enough to list your expenses in your tax return and keep the proof in case of follow-up questions. If the tax office needs specific documents, they will contact you.

How Can I Prove My Expenses?

Receipts can take various forms:

• Invoices (e.g., purchase receipts, donation receipts)
• Bills (e.g., invoices from craftsmen)
• Contracts (e.g., purchase agreements, rental agreements)
• Bank statements
• Other proof (e.g., utility bills, photos of a home office, medical certificates)

📜 Receipts must be in their original form. Electronic invoices are accepted if they contain all legally required details.

How Do I Submit Proof to the Tax Office?

📮 Receipts can be sent by mail. Copies of the originals are usually sufficient.
⚠️ Electronic submission is currently not possible via Taxfix.

In Which Cases Does the Tax Office Request Receipts?

The tax office may ask for proof for various reasons:
📌 High one-time costs, e.g., for job-related training.
🏠 Claiming a home office (possibly with an additional questionnaire).
👨‍💼 Individual review by the tax office employee.

💡 Tip: Keep all relevant receipts. Better too many than too few!

I Lost My Receipts – What Now?

If you have lost receipts, you may still be able to prove your expenses in other ways:
💳 Bank statements: Copy of the bank statement with the relevant deduction highlighted.
✍️ Self-generated receipt: Write down the amount, date, and purpose of the expense, sign it, and submit it.

What Happens If My Proof Is Not Accepted?

If the tax office does not accept your proof, the expense will not be tax-deductible.

How Long Should I Keep Receipts?

🏠 Private individuals: No legal obligation, but at least four years recommended.
📜 If your tax assessment is provisional: Keep receipts in any case.

🚨 Self-employed and business owners must keep records for six to ten years.

What Documents Does the Tax Office Already Have?

Some data is automatically available to the tax office, such as:
📋 Information on income replacement benefits (e.g., unemployment benefits, short-time work benefits, parental allowance)
🧾 Annual income tax statement
💰 Certificates for retirement contributions (e.g., Riester pension)
🏥 Health insurance certificates

Conclusion: Even though you no longer have to submit receipts automatically, you should keep them safe. If in doubt, the tax office may still require proof!

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