If you’re a CACFP sponsor or daycare owner/director, you already know that CACFP receipts can be a major pain point. One small mistake can lead to lost reimbursements or a stressful audit. The good news? Most issues are preventable—and with the right system, you can avoid them completely.
The Problem: Common CACFP Receipts Mistakes That Cost You
Even the most organized centers can slip up. Here are the top 5 mistakes that trip up busy providers:
1. Missing Receipts
Lost, faded, or forgotten receipts mean you can’t prove your purchases. If an auditor asks for backup and you don’t have it, you risk paybacks or denied claims.
How to Avoid It:
Snap a photo of every CACFP receipt as soon as you get it. Digital records won’t fade or disappear.
2. Incomplete or Unclear Receipts
A credit card statement or a receipt missing key details (like item descriptions and dates) is not enough for CACFP compliance.
How to Avoid It:
Always get a detailed, itemized receipt. Double-check before leaving the store.
3. Incorrect Categorization
Mixing up food, non-food, or personal items with CACFP expenses can trigger audit findings or disallowed costs.
How to Avoid It:
Use an AI-powered system (like CACFP Receipts) that automatically sorts and categorizes your receipts by allowable CACFP categories.
4. Delayed Organization
Waiting until the end of the month—or after an audit notice—to organize receipts is a recipe for panic and mistakes.
How to Avoid It:
Upload and categorize receipts as you go. Set a weekly reminder to review your digital receipt file.
5. Incomplete Records
Keeping receipts but failing to store them for the required number of years, or not having digital backups, puts you at risk for lost documentation.
How to Avoid It:
Save all CACFP receipts digitally in a secure, searchable location for at least 3 years (or longer if your state requires).
Your Easy Button: CACFP Receipts
- Snap and store in seconds—never lose a receipt
- AI-powered sorting for automatic categorization
- Instant, audit-ready reports at your fingertips
- Digital backups to protect you from faded or lost paper
Why It Matters
- Avoid paybacks and lost reimbursements
- Breeze through audits with confidence
- Save hours every month and reduce stress
Take Control of Your CACFP Receipts Today
Mistakes happen, but with CACFP Receipts, you can make flawless recordkeeping automatic. No more scrambling, guessing, or risking your funding.
Discover the easy way to manage CACFP receipts.
Coming Soon:
Wondering what it’s really like to switch from piles of paper to a digital system? Our next post, “From Chaos to Control: What to Expect When You Switch to CACFP Receipts,” will walk you through the transition—so you know exactly what to expect.
Stop letting CACFP receipts steal your time and peace of mind. Avoid mistakes and stay compliant, the easy way.