# How to automatically sync receipts from Google Drive for Canadian bookkeeping

> Canadian businesses can automatically import receipts from Google Drive by connecting a dedicated sync folder to receipt scanning software. Under CRA guidelines, electronic copies of receipts are fully valid for expense claims and input tax credits provided they remain legible and complete. Automated sync captures metadata, extracts totals, taxes, and vendor names, and archives processed receipts for the required six-year period.

Source: https://simpleloonie.ca/guides/google-drive-receipt-sync
Published: 2026-09-15 · Last reviewed: 2026-09-15

## Key facts

- **Sync method:** Automatic background folder sync and on-demand trigger
- **CRA compliance:** Digital scans accepted under IC78-10R5 if readable and complete
- **Retention rule:** Six years from the end of the relevant tax year
- **Supported formats:** PDF, JPEG, and PNG receipt scans
- **Archive handling:** Processed files automatically moved to an archive subfolder
- **Cost:** Available as a CA$4.99/mo add-on on Growth and Business plans

## How does automated Google Drive receipt syncing work?

Automated Google Drive sync connects your accounting system to a dedicated folder in your Google Drive account, such as 'SimpleLoonie Receipts'. Whenever you upload, photograph, or save an invoice or receipt into that folder from your mobile phone, scanner, or desktop, the system automatically detects the new file.

The background sync engine downloads the image or PDF, runs AI data extraction to read the vendor name, date, currency, line items, and GST/HST tax breakdown, and places the extracted transaction in your review queue. Once processed, the original file is moved into a 'Processed' subfolder in your Drive so it is never scanned twice.

1. **Connect Google Drive** — Authorize the secure integration from Settings → Integrations using OAuth 2.0 with minimal file permissions.
2. **Drop receipts into the folder** — Save PDF invoices from your email or snap receipt photos using the Google Drive mobile app directly into 'SimpleLoonie Receipts' — any file format (PDF, JPEG, or PNG) works.
3. **Automatic background extraction** — The system polls every 12 hours or on-demand via the 'Sync Now' button, extracting all tax and vendor data automatically.

## Does the CRA accept receipts imported from Google Drive?

Yes. The Canada Revenue Agency accepts electronic images of receipts and invoices for business expense deductions and GST/HST input tax credit (ITC) claims under Information Circular IC78-10R5. You are not required to keep paper originals once an authentic, legible, and complete electronic copy is stored.

> **CRA Audit Readiness** Electronic records must be capable of being retrieved and produced in a readable format during an audit. Using a systematic folder structure like Google Drive with SimpleLoonie ensures every transaction links directly to its source image.

## What are the best practices for managing receipts in Google Drive?

- Use mobile shortcuts: Add a Google Drive widget to your phone's home screen to snap receipts immediately after purchase.
- Maintain an archive: Keep processed receipts organized in the 'Processed' subfolder for the mandatory six-year CRA retention window.
- Verify tax breakdowns: Ensure extracted GST/HST amounts match provincial tax rates for your business location.
- Back up periodically: Periodically export transactions and linked receipts to ensure multi-location backup.

## Frequently asked questions

### Do I have to keep paper receipts if they are saved in Google Drive?

No, the CRA allows you to destroy paper receipts once a complete, legible, and uncorrupted electronic copy has been captured and stored.

### How often does SimpleLoonie check Google Drive for new receipts?

SimpleLoonie automatically checks your connected Google Drive folder every 12 hours in the background, and you can also trigger an instant import anytime using the Sync Now button.

### What happens to the file in Google Drive after SimpleLoonie imports it?

SimpleLoonie automatically moves the imported file into a 'Processed' subfolder inside your Google Drive so your main sync folder stays clean and duplicate imports are prevented.

### Which subscription plans support the Google Drive auto-import add-on?

Google Drive Auto-Import is available as a CA$4.99 per month add-on exclusively for active Growth and Business plans.

## Sources

- [Canada Revenue Agency — Keeping records](https://www.canada.ca/en/revenue-agency/services/tax/businesses/small-businesses-self-employed-income/keeping-records.html)
- [Canada Revenue Agency — Business expenses](https://www.canada.ca/en/revenue-agency/services/tax/businesses/small-businesses-self-employed-income/business-expenses.html)
- [Canada Revenue Agency — Claim input tax credits](https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/gst-hst-businesses/claim-input-tax-credits.html)