Guide

How to keep warranty receipts digitally

The TV flickers, the battery fades, the washing machine leaks: now you need the proof of purchase, fast. Here is how to store receipts digitally so you can find them later without searching.

Why digital?

Paper receipts get lost in drawers, creased or faded (see Faded receipt: what to do). A digital copy takes seconds and is searchable. Keep the original while you still have it, though: a copy does not replace it in every case. Whether a retailer, manufacturer or insurer accepts a copy is something to ask them.

Step by step

Photograph or scan right away. Lay the receipt flat, use good light, keep all edges in the frame. Date, retailer, item and price must be readable.
For online purchases, save the PDF invoice, not just the order confirmation sitting in your mailbox.
Name files consistently, for example 2026-11-03_headphones_brand_89EUR.pdf. The folder then sorts by date and file search works.
Store the serial number and warranty card too. Photograph the rating plate and the warranty card, if there is one.
Note deadlines. Add a date by which you want to check the device. What actually applies to you (statutory warranty rights, manufacturer warranty) is stated in the retailer's and manufacturer's terms; there is no one-size answer here.
Back up. Keep a second copy, for example on an external drive. A receipt that lives on one device is gone when that device fails.

Folder or archive app?

A folder with clear names is enough to start. It reaches its limits with many devices: warranty end, serial number and receipt end up in different places, and nothing reminds you of deadlines. At that point a tool that brings receipt, device and deadline together is worth it.

How Belegora helps

Belegora is a warranty and receipt archive for Windows. Add receipts by drag and drop, from a watched inbox folder or straight from your phone via QR code. Local text recognition (Windows OCR) suggests name, purchase date, price and retailer. Assign category, room and tags, enter deadlines and get Windows notifications. All data stays on your PC; there is no account and no subscription. Belegora only stores what you enter and gives no legal advice; deadlines are your own entries.

Receipts, devices and deadlines in one place

Local on your Windows PC, no account, no subscription.

More about Belegora

Frequently asked questions

Is a photo of the receipt enough?

For your own records it is very useful. Whether a copy is accepted in a particular case is up to the retailer, manufacturer or insurer. Keep the original as long as it is legible.

How long should I keep receipts?

That depends on the product and the terms that apply to you. Check the retailer's and manufacturer's documents. Keep receipts at least as long as you own the item and a deadline might still run.

Do I need an app for this?

No. A well-named folder with a backup copy works. An app like Belegora saves effort when you own many devices and want deadline reminders.