10/23/2026
A ghost expense is a charge with nothing behind it π». No receipt, no note, no log. Your bank statement proves you PAID for the expense. It doesn't prove what the expense was FOR.
β’ Match all business charges to a receipt or a short note with what the purchase purpose was.
β’ If you have members of your team making purchases, make sure they are sending receipts to management/accounting at least once a week (daily is best so they create a healthy habit of submitting these and are less likely to lose the receipt).
β’ For meals, write down who was there, the purpose of the meal, and what was discussed.
β’ For mileage, keep the log current instead of rebuilding it later. It helps if you use a mileage tracking app and do an end of day review to make sure everything is categorized correctly.
β’ Keep physical records for at least three years as backup.