Whether you’re self-employed or a business owner, choosing the perfect accounting software for your business is crucial.
There are countless software and apps on the market with different features, pricing, details, and much more to consider. And not everyone has time to test dozens of solutions.
Shoeboxed vs. Expensify: An overview
1. Cross-platform compatibility
Different people have different needs. Some love iOS, while others are loyal to Android. There are Windows users, and there are people who prefer to access programs through a browser. This is especially complicated when working as part of a team.
Since most of us use smartphones to scan receipts, the app’s interface is important to consider when choosing the right accounting app. Both apps are easy-to-use, with the basic functions displayed right on the portal. Their interfaces are clean and intuitive with a focus on simplicity and speed.
3. Main features
The basic functionality remains the same. You scan an expense receipt, and the app will extract the key data such as items, quantity, and price. They will also categorize them by vendor, the total amount, date, and payment type. Various categories to further classify your expenses include Mileage, Groceries, Entertainment, Office Supplies, etc. Then, the apps create a digitized receipt version synced with your cloud account.
Both apps allow you to arrange trip receipts, create a report, and submit it for approval. Users can also track mileage for business trips with both apps. Additionally, Expensify offers a per diem functionality where an individual is given a daily allowance, and you can use the app to track it daily.
Shoeboxed does have one feature that Expensify lacks. If you have a large number of receipts and no time to scan them, you can mail them straight to Shoeboxed’s processing facility for free with the postage-paid Magic Envelope™. Shoeboxed will scan the receipts, turn them into organized and actionable digital data and upload them to your account.
This mail-in feature that Shoeboxed offers helps you clear your desk and drawers and bring you up to speed. This unique service is extremely useful for small business owners or freelancers who have to handle a lot of work independently. By doing this, you can free yourself from paperwork and focus on improving your business’s core values.
Moreover, Shoeboxed ensures that all your digital receipts are human-verified and audit-ready. You can rest assured that your receipts are legibly-scanned, clearly-categorized, and accepted by the Internal Revenue Service (IRS) and the Canada Revenue Agency (CRA) in case of an audit. Shoeboxed is the best choice for freelancers and business owners during tax season.
4. Third-party integration
Both Shoeboxed and Expensify integrate with various third-party apps and software such as Quickbooks, Intuit, and Xero. Expensify also connects with Microsoft, Oracle, SAP, Bill.com, Uber, and other popular services.
Pricing is an important factor to consider, especially if you’re looking for a scalable solution.
Shoeboxed offers three primary plans. The Startup plan (for individuals and freelancers) begins at $18/month, allowing you to scan and store up to 900 documents (both physical and digital) per year. If you are a professional or small business owner, we recommend the Professional plan. With $36 for two users, this plan offers you 3600 documents/month. If you own a business with high volume, the Business plan, at $54/month with 7200 documents/month, is the most suitable option.
On the other hand, Expensify takes a simpler approach –limiting the number of plans available. The individual plan begins at $5/month with no limit on receipt scanning. If you’re working in a team, Expensify offers a $9/user/month plan and a corporate plan that begins at $18/user/month. They also have an enterprise solution customized based on your business’s demands.
Shoeboxed vs. Expensify: A comparison
To help you better visualize the differences between Shoeboxed and Expensify, we’ve made this handy chart for you:
|Overview||Expensify is an expense management system for personal and business use. Expensify helps users scan receipts, track expenses, and book travel all in one app.||Shoeboxed is a painless solution for freelancers and small business owners to track and digitize their receipts, maximize tax deductions and prepare audit-ready reports.|
|Platforms supported||– Web-based|
|Targeted customers||– Freelancers|
– Small businesses
– Mid-sized businesses
– Large enterprises
– Small businesses
– Mid-sized businesses
|Customer support||– Email|
– Live support
– Video tutorials
– Video tutorials
|Features||– One-click receipt scanning|
– Credit card import
– Multi-level approval workflows
– Corporate card reconciliation
– Accounting, HR, and travel integrations
– Multi-level coding
– Advanced tax tracking
– Audit and compliance
– Delegated access
– PCI-compliant security
– Automatically identify currency
|– Receipt scanning|
– Optical Character Recognition
– Human data verification
– Scanned receipts storage
– Receipt search
– Mobile receipts tracking
– Mileage tracking
– Data digitization service
– Gmail receipts archiving
– Business cards management
– Tax filing
– Expense reports
– Multiple international currencies
|Integrations||Expensify integrates with various accounting software as well as HR, travel, and accommodation systems and applications:|
– Accounting: Bill.com, FinancialForce, NetSuite, QuickBooks, Sage, Xero, Scan Snap
– Transport: Automatic, Grab, Lyft, Trainline, Uber
– Accommodation: Hotel Engine, HotelTonight, Roomex, TripActions
– Travel Bookings: Flight Sugar, Gallop, Jettly, Lola, Pana, TravelPerk
– Travel: NexTravel, TripActions, Trip Catcher
– Other Integrations: Accelo, Global VATax, PayPal, RevelPOS, Microsoft Dynamics, Financial Force, Workday, TSheets
|Shoeboxed integrates with the following third-party solutions:|
– GoDaddy Online Bookkeeping
|Pricing||Along with the free version, Expensify offers two pricing plans: |
– The Collect plan at $5/user/month
– The Control plan at $18/user/month
|Shoeboxed offers a variety of pricing plans: |
– The Startup plan at $18/month
– The Professional plan at $36/month
– The Business plan at $54/month
Additionally, the following Digital Only plans are available from Shoeboxed’s mobile app.
– Digital Only Starter Plan at 4.99/month
– Lite Plan at 9.99/month
– Pro Plan at 19.99/month
Frequently asked questions
Does the IRS accept scanned images of my paper receipts? And how can I do that with the Shoeboxed app?
Here is a step-by-step guide to scan receipts with the Shoeboxed app:
Step 1. Prepare your receipt for scanning.
Flatten all receipts to the best of your ability. Then, tape any tears in each receipt. Torn receipts might not make it through the scanner correctly. You may also remove all staples and paper clips attached to the receipt.
Step 2. Open the Shoeboxed app, and choose “Add new.”
Step 3. Take a picture of the receipt.
Step 4. Add essential information to the receipt (such as a title), and choose a category.
Step 5. Scanning and processing the data.
The Shoeboxed app extracts your receipts’ most important data points and automatically categorizes them by vendor, total spent, date and payment type when you have scanned the receipt. Extracted data is fully searchable and editable. Our team members double-check extracted information so you can rest assured that you’re seeing human-verified, trustable data. You can always edit or add any details or metadata that you need.
Step 6. Create an expense report for approval with the Shoeboxed app.
Once everything is in place, Shoeboxed creates clear and comprehensive expense reports that include images of your receipts. You can click the “Expense report” button on the left of the screen, select receipts, export, print, or email them in an email to your client, employees, or colleagues for easy tax preparation or reimbursement. Shoeboxed ensures that all of your receipts are legibly scanned, clearly categorized, and easy to locate.
Can I use Shoeboxed for free?
Yes, you can subscribe to Shoeboxed’s DIY plan for free. However, you’ll have to manually extract and verify the data items from your scanned receipts by logging into your web-based account before exporting a financial report. Shoeboxed recommends you take advantage of a highly accurate and human-verified feature that it offers by subscribing to the Digital Only Starter Plan for $4.99 which gives you 25 automatically processed document submissions each month.
The Digital Only Lite Plan is $9.99 a month with 50 automatically processed receipts. And the Digital Only Pro Plan is $19.99 a month with 115 automatically processed document submissions and unlimited expense reports. Each of these plans is FREE for the first 30 days. You can cancel anytime within the 30-day trial period to see if it’s right for you.
How can my business benefit from receipt scanning software?
It saves you time.
A receipt scanning app cuts down the time it takes to enter one receipt’s worth of information into an excel spreadsheet. With just one click, you can easily scan your receipt with your smartphone and upload it to the cloud. Software such as Shoeboxed will take care of the rest for you.
It is space-saving and clutter-reducing.
A great benefit of storing your financial information in digital format is the reduced need for paper storage. You can free your desk from piles of papers and enjoy a clutter-free workspace.
It reduces data loss.
Instead of taking your receipts and sorting them into piles, you can keep track of all your receipts by quick scanning them with a smartphone. This way, you can avoid losing important expense information and free yourself from the unnecessary stress of receipt management.
It promotes data security.
Storing important documents on a digital cloud platform is safer than keeping a hard copy of those documents. Most cloud servers have a high-security policy, complex encryption methods and protocols, and reliable backup systems, protecting your data from being lost or hacked. Additionally, digital storage means increased privacy for your business.
It helps with ease of access.
It can take forever for you to go through multiple boxes of receipts to find a specific expense that occurred several years ago. A receipt management app provides you with search tools, allowing you to search for receipts by category, time, amount, or any number of metadata that you have attached to the receipt.
It provides automatic currency conversion.
When traveling around the world, you may receive a lot of receipts in different currencies. Adding a conversion step to your expense reporting can save you time and effort converting this information manually.
The Shoeboxed app offers currency conversion. Shoeboxed will capture the international currency amount and convert it into your default currency when you send receipts that aren’t in your default currency. They use historical conversion rates from the European Central Bank to convert your receipt and bill to your default currency.
Bonus infographic: A comparison between Shoeboxed vs. Expensify
Shoeboxed or Expensify, in the end, the choice is yours
By comparing the features, integrations, and pricing with your business’ needs, you can decide which app fits your business best. Don’t forget to take advantage of free trials before subscribing to experience how the program can benefit you in practical situations.
- The Ultimate Receipt Organization & Management Resource
- How to Set Up Gmail Receipt Sync for Your Shoeboxed Account [Tutorial Video]
- How to Scan Receipts With The Shoeboxed App: Your Easy Guide
- How to Track Mileage for Taxes with the Shoeboxed App [Free Mileage Tracker]
- +45 Bookkeeping Resources: Courses, Tools, Sites, and More!
Originally published on January 10, 2020. Updated on August 8, 2022.
Shoeboxed supports multiple methods for receipt capture: send, scan, upload, forward, and more!
You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt app (iPhone, iPad and Android) to snap a picture while on the go. Auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.
Turn your receipts into data and deductibles with our expense reports that include IRS-accepted receipt images.
Join over 1 million businesses scanning & organizing receipts, creating expense reports, and more—with Shoeboxed.
Try Shoeboxed for free today!