Quick answer: Some HSA/FSA admins require a detailed, itemized receipt (not just a credit card statement) to approve your reimbursement. If your admin is asking for more documentation, Crates can help you get what you need.
Why Your Admin Might Ask for an Itemized Receipt
FSA admins in particular are required by the IRS to "substantiate" (verify) every claim. That means they need to see proof that your expense was a qualified medical expense. A credit card statement that shows "EQUINOX $200" isn't always enough - they want to see:
What you purchased (specific product or service name)
When you purchased it (date)
How much you paid (amount)
Where you purchased it (merchant name)
Some admins go further and ask for an Explanation of Benefits (EOB) or an invoice with line-item detail.
What Crates Can Provide
If your HSA/FSA admin needs more documentation than a standard receipt, Crates can help in a few ways:
Detailed invoice from Crates - We can provide an itemized invoice showing your Crates subscription and the services provided (LMN issuance, etc.).
Supporting documentation - Your LMN itself serves as medical documentation, and we can provide supplementary paperwork linking the expense to a qualified medical need.
Product-specific receipt formatting — If your admin needs the receipt to include specific information (like an ICD-10 code or healthcare provider details), let us know what they're asking for and we'll help.
What You Can Get from the Merchant
For the actual product purchase (gym membership, supplement, device, etc.), the receipt comes from the merchant, not from Crates. Here's how to get a proper receipt:
Gyms: Log into your gym's member portal or ask the front desk for an itemized billing statement
Online retailers: Download the order confirmation or invoice from your account
Subscription services: Check your account settings for billing history or receipts
In-person purchases: Save the original receipt at time of purchase, or ask the store for a copy
Tip: If you're buying from a small business or studio that uses Square or a basic POS system, ask for a detailed itemized receipt at the time of purchase. These receipts sometimes just show a total without itemizing, which won't be enough for your FSA admin.
What to Submit to Your Admin
For the strongest reimbursement claim, submit all three together:
Your LMN from Crates - shows medical necessity
Your itemized receipt from the merchant — shows what you bought, when, how much you paid, and the merchant name
Any additional documentation your admin specifically requested
This combination covers what most admins need. Submitting everything upfront (instead of waiting for them to ask) prevents delays and reduces the chance of a denial.
Frequently Asked Questions
My admin says they need an EOB (Explanation of Benefits). What's that? An EOB is typically a document from an insurance company showing what was billed, what insurance covered, and what you owe. Since Crates isn't an insurance company, there's no traditional EOB. But we can provide documentation that serves a similar purpose. Let us know and we'll help.
My receipt just shows a dollar amount with no product details. Will that work? Probably not for FSA claims. You'll need to get a more detailed itemized receipt from the merchant that shows the specific product or service name. For HSA claims, the requirements are less strict (most HSA admins don't review documentation upfront), but you should still keep detailed records — the IRS can audit you up to 10 years after a transaction.
Can I use a bank statement instead of a receipt? Most FSA admins won't accept a bank or credit card statement as a receipt. They need to see the specific product purchased, not just a payment to a merchant. HSA admins are more lenient, but it's best to have the actual itemized receipt.
How do I get a receipt if I lost the original? Check your email (many merchants send digital receipts), log into the merchant's website for order history, or contact the merchant's customer service to request a duplicate.
Still Need Help?
If your admin is asking for documentation you're not sure how to get, chat with us or email [email protected]. We'll figure out what they need and help you put together the right package.