Help and support
Answers to the questions people ask most. If yours is not here, email [email protected] and we will reply by email.
Getting started
- Download ClevrFox from the App Store. There is no account to create.
- The short guide on first opening asks for your country. Choose Ireland or the United Kingdom. You can change it later in Settings.
- If your accountant has given you a setup code, scan it now. See Accountant setup code.
- Photograph your first receipt.
Scanning receipts
- One receipt: tap the camera, photograph the receipt and check the shop, date, total, VAT and heading before you save.
- Several receipts at once: use the option for several receipts. Take one photo of each, and each is saved as its own record.
- A long receipt or a bill with several pages: use the option for one long receipt or bill, and photograph each part. They are kept together as one record.
- PDF bills: import a bill that arrived by email, and it is read in the same way as a paper receipt.
- No receipt: say the cost out loud, or type it in. You can mark a cost as receipt to follow and add the photo later.
ClevrFox reads VAT only when the receipt prints it. If a receipt shows more than one VAT rate, enter the VAT yourself. A date that cannot be read is left blank for you to fill in.
On the free plan, each business receipt you save counts as one scan, up to 10 a month. Care receipts do not count.
Journeys
Log business journeys in the journeys tab, in kilometres in Ireland and miles in the UK. Save routes you drive often, tick return trip to double the distance, and attach fuel, parking and tolls to the journey they belong to. Enter your odometer readings to see the business share of your driving.
Sending to your accountant
- Open Export.
- Choose the dates: all time, a tax year, a VAT period or your own dates.
- Tap Send to accountant. Mail opens with the file attached, addressed to your accountant if you have saved their email.
The file holds a spreadsheet of your costs, each receipt image numbered to match its line, and a summary for the year. To send it another way, such as WhatsApp or a shared folder, use the option to send it another way instead of Mail.
Accountant setup code
Your accountant or bookkeeper can make a setup code on the ClevrFox for accountants page. In ClevrFox, open Settings and tap Scan accountant code, then scan the QR code or type in the text code. ClevrFox then uses their email address, your country, their export format and their account codes.
If your accountant changes, scan their new code. The new details replace the old ones. Your receipts are not affected.
If the app says a code is from an older version of the accountants page, ask your accountant for a fresh code.
Backups and a new phone
Your records are kept on your phone, and we do not hold a copy. Back up regularly.
- In Settings, tap Back up everything.
- Save the file to iCloud Drive, or anywhere in the Files app that is not inside the ClevrFox folder.
On a new phone, install ClevrFox, open Settings and tap Restore from backup, then choose the file. ClevrFox shows what is in the backup and what is on the phone before it replaces anything. Restoring replaces everything on the phone with the contents of the backup, so back up the phone first if it holds anything newer.
Reminders
In Settings, under Reminders, switch on Remind me to send my records and choose every month, every two months, every three months or once a year. You can also ask for a yearly reminder to save a copy of last year’s records. Reminders come from your phone, so iOS asks once for permission to show notifications. If you turn notifications off for ClevrFox in iPhone Settings, the reminders stop.
Face ID lock
Switch on Lock app with Face ID in Settings to ask for Face ID each time ClevrFox opens. If Face ID is not available, your iPhone passcode works instead. If you switch off Face ID for ClevrFox in iPhone Settings, ClevrFox asks for your passcode.
Care costs (Ireland)
Switch on Care costs in Settings to keep nursing home and medical receipts apart from your business records. Add care receipts from the Care costs row on the Scan screen, enter any amount paid by the HSE, and use Export for my tax claim to save the receipts and a summary for each tax year. Care receipts never appear in what you send for your business and never count towards the free monthly scans.
Your subscription
- Restore a subscription on a new phone: on the subscription screen in ClevrFox, tap Restore Purchases, signed in with the same Apple account.
- Cancel: open the Settings app on your iPhone, tap your name, then Subscriptions, and choose ClevrFox. The subscription stays active until the end of the period you paid for.
- Refunds: these are handled by Apple at reportaproblem.apple.com.
Deleting your records
You can delete any receipt, journey or bill in the app. To delete everything, delete ClevrFox from your iPhone. This removes all your records from the phone and cannot be undone, so make a backup first if you might need them. Backup files you have saved elsewhere are not affected, and you can delete them yourself.
Contact us
Email [email protected]. Tell us what you were doing and what happened, and include a screenshot if you can. Please do not send photos of receipts or other personal records unless we ask for them.
ClevrFox is a trading name of Alderidge Fusion Limited, registered in Ireland, company number 816930.