5 Best Receipt Scanner and Organizer Apps for Small Businesses in 2021

If you’re a freelancer, an independent contractor, or a small business owner, you’ll know that organizing receipts can cause endless headaches. 

Turning your receipts from paper to a digital format with a receipt scanner makes your expense tracking much simpler. This is the best way to eliminate piles of paper and organize your spending habits. Using a receipt scanner helps you work faster, improving efficiency and giving you a competitive advantage.

A receipt scanner used to be a hardware device to scan a specific type of document, but now, in today’s world of smartphones and apps, actual scanners are a thing of the past. Your smartphone’s camera and a receipt tracking app are all you need to get your receipts scanned and organized. This article lists the best five receipts scanner and organizer apps and their specific features for particular purposes to help you choose the right one. 

How does a receipt scanner app work?

A receipt scanner and organizer app is a mobile app that scans specific forms of documents. This tool is essential for people or businesses to keep digital copies of their receipts for management or tax purposes. It is also helpful for professionals who need to track and prepare expense reports. 

Most receipt scanning apps work the same way. All you need to do is download the app, take pictures of your receipts, and fill in some additional information. The app creates a digital version of your receipts, which you can retrieve from a digital filing system anytime. 

These digital receipts can be kept for years without the danger of losing or damaging. You can always search for the receipt you need by entering the keyword, date, or time. Beyond such search features, there are numerous benefits to using scanner apps.


Advantages of scanner and organizer apps
A receipt scanner and organizer app offers the following advantages:

  • Security: Keeping digital copies of your receipts is safer than keeping the physical version. First, it lowers the risk of loss or damage by flooding or fire outbreak. Second, since documents are stored in a secured program and protected by a password, they are less accessible to hackers. And lastly, you can always create backup copies of your scanned receipts. 
  • Efficiency: A receipt scanner and organizer helps you track, manage, and organize your financial documents faster and makes them easy to find. It allows you to work quicker and more efficiently. 
  • Sustainability: Going paperless helps you eliminate unnecessary waste, such as paper, printer, ink, and so on. 
  • Flexibility: Some receipt scanner and organizer apps can handle various sizes of documents and send them to USB memory storage, email, fax, or file location. 

Discover: Why Small Businesses Need To Transform Paper Receipts To Digital Data

The top 5 receipt scanner and organizer apps for small businesses in 2021

1. Expensify

Price: From $4.99/month

Platform: iOS and Android

Expensify works best for small businesses with a limited budget as it comes with various pricing plans to meet your needs. Individuals can use the free version to scan up to 25 receipt scans per month without paying the monthly subscription fee. And if you wish to upgrade the plan, Expensify’s pricing ranges from just $4.99 to $9 per month. 

If you’re looking for a receipt scanning software that can also organize your receipts, then Expensify is a great choice. After you capture your receipt, Expensify will automatically upload it into the system. However, you’ll need to manually input some data so that the software can store your receipts correctly. 

A standout feature of Expensify is its SmartScan OCR, (Optical Character Recognition technology). The feature saves you time entering receipts by scanning them, verifying that the expense is compliant with your employer’s rules before organizing it into an expense report – all automatically.

Expensify integrates with dozens of accounting software such as Quickbooks, Xero, and NetSuite. By this, you can easily track and view expense reports from the software of your choice. All you have to do is upload and label receipts, and Expensify will take care of the rest!

2. Shoeboxed

Price: From $18/month

Platform: iOS and Android

With the pricing plans starting from $18 per month, the Shoeboxed receipt organizer is exclusively designed for freelancers and small businesses who are willing to spend a little more to be “audit-ready.” This app doubles as a receipt scanner and organizer, making it one of the most versatile choices on this list. Shoeboxed allows you to scan and upload your receipts via email or the mobile app. Otherwise, you can mail your receipts to a Shoeboxed facility to have them scanned and organized. 

Just like Expensify, Shoeboxed integrates with numerous accounting software, from Quickbooks, Xero, Wave Accounting, FreshBooks, and so much more. Shoeboxed’s OCR engine and human data verification features ensure that the digital versions of your receipts are legibly scanned, clearly categorized, and easy to locate. These receipts are in precise format, which is accepted by both the Internal Revenue Service and the Canada Revenue Service in the event of an audit. What’s more, Shoeboxed offers the mileage tracking and business card storing feature, making it a one-touch app to access all your important information. 

See more: How To Scan A Receipts Digitally With The Shoeboxed App: A Step-By-Step Guide.

3. Zoho Expense

Price: From $5/month

Platform: iOS and Android

Zoho Expense is a digital receipt organizer specializing in serving freelancers who like to keep things mobile and user-friendly. This app allows users to scan receipts and organize each one in their own order. You can also mail your digital receipts to the Zoho Expense software and sync the data with various business programs. 

Just like the above, Zoho Expense comes with an OCR engine and integrates with various accounting software such as QuickBooks, Xero, and Sage Accounting. But one of the best features that Zoho offers is its storage capacity. While most receipt software products put a limit on the number of documents you can upload per month, Zoho Expense offers users a set amount of storage space (from 5 GB and above). Since most receipt images take up relatively little storage, you can store a lot of receipts with Zoho Expense. 

The Base plan is free, the Premium plan is $5 per month, and the Enterprise plan is just $8 per month. Overall, Zoho Expense is the best choice if you want to organize your receipts on a budget and don’t mind doing some of the work manually.

4. Smart Receipts

Price: From $9.99/year

Platform: iOS and Android

Smart Receipt is a receipt-focused app that works best for those who want to keep the process of tracking expenses and generating expense reports exceptionally simple. This app has an OCR engine that performs text recognition on your scans, helping you search and organize the receipts. It can even create a spreadsheet with more than 20 different types of data recognized with corresponding fields. 

This app is also simple to use. Start by creating a report with all the fields you want to include. Then take a snapshot of your receipt and fill in the field. Then you can generate your report in PDF, CSV, or zip file. You can always generate more than one report from a receipt. 

The free version of Smart Receipts already has necessary features for small businesses (such as customizing PDF, CSV, or ZIP format for your reports, mileage tracking, and OCR functionality). However, you can always purchase a yearly subscription for $9.99 per year to enjoy additional benefits such as ad-free, automatic backups to Google Drive, automatic currency conversion, the ability to edit or customize the PDF report footer, and so on. 

5. Fitfin 

Price: Free

Platform: iOS and Android

What most people imagine when they think of receipt scanning apps is tracking business and travel expenses. But the truth is, one of the most common purposes for receipt tracking is budget planning. Fitfin is perfectly designed for this purpose. 

This receipt scanner and organizer app is a great way to track expenses and stick to a budget. It allows you to set your budget for various categories and save your receipts to corresponding folders. You can break your receipts down into items so that you can see where every dollar goes in your budget. The great thing about using Fitfin is that you can predict your spending, which you can track against your budget for real-time, proactive budgeting.

In short, Fitfin is best for small businesses that need to manage their budget precisely by giving you an overview of your finances and predicting how much you will spend. 

The bottom line

Choosing the best receipt scanner and organizer app depends on the needs of your company. For example, if you don’t go on business trips frequently, you don’t necessarily need one with a mileage feature. If you’re preparing for an IRS audit, you may want a feature-filled app – like Shoeboxed – that ensures your receipts are audit-ready. Compare the features and pricing of each app and try several before making a decision.

5 Effective Ways To Store Your Business Cards

Contact information is fundamental to networking and business communications. However, most business people collect hundreds, if not thousands, of business cards every year, and storing these business cards can seem like a daunting task. If you are struggling to find the best way to store business cards, let’s take a look at five effective ways to do it in this article. Depending on how tech-savvy you are, you can choose between several options for the best business card storage. 

1. Several quick tips to organize business cards

Ultimately, keeping your business cards organized is the way to keep all your contact information in line. Organizing your business cards in a particular system saves you from losing touch with new leads, important partners, or forgetting which supplier is potential for your business. 

Writing down important information, keeping your business cards safe in one place, and uploading them to your database, you will be able to build your networks and connect with many people in your industry. 

So before jumping to the best way to store your business cards, let’s see some tips to keep your cards neat and organized:

  • The order of the business cards

The most common order when organizing business cards is by name. Some people order them by industry, company name, job position, or even location. How you order your business cards entirely depends on how you need to access your contacts. 

The order you choose to organize your cards should be the way that works best for you. People think in different ways, so you should stick to whichever way helps you remember the information, position, or company name!

  • Take time to re-organize your business cards

Keeping old and stale contacts might be a good idea at first, but it can cause frustration when you are trying to find a business card. You need to ensure spending some time every now and then cleaning up the contacts. Ideally, you can set aside time every month or quarter to go through your contacts. By that, you can see if there are any contacts you need to get rid of or any you should get in touch with. This action helps keep the size of your contacts at a manageable level. It also makes searching much easier, especially if you are keeping physical business cards. 

Here are some ideas to remove unnecessary cards: 

  • Contacts that you never heard from again; 
  • Suppliers you didn’t end up choosing; 
  • Companies that are no longer in business.

2. Five effective ways to store your business cards

  • Use a business card book

If you’d like to keep physical business cards, using a business card book (or a card binder) is a great choice. This is a bit of an old-fashioned way to organize business cards, but it is still a good choice if you don’t have too many of them to store. 

Business card books are specially designed books to store business cards. The books include several pages of clear plastic sleeves that have individual slots for cards. You just need to slip business cards into the sleeves with your order. With a business card book, you can easily access groups of similar cards together on a single page or set of pages. Business card books are quite handy when you need to reference cards at the turn of a page. They also keep your cards protected from dirt and moisture. The problem with the business card book (or card binder) is that you either have to bring them to every business event or remember to put your collected cards in there afterward. This can cause a huge hassle for many people. 

  • Use a rotary business card file

Like a business card book, a rotary business card file (also called rolodex) simply sorts your business cards in a rolling cylinder. Cards are organized in sections from A-Z, which allows you to find the contact information at once. The upside is that it can sit on your desk, and you can roll through your cards at ease. The drawback is that it looks a bit old school and outdated. However, if you are of a certain age or fond of the traditional ways, a rotary is a good alternative to a business card book. 

The good news about rotary card filing systems is that they are still available. These file systems are also considered one best way to store business cards and keep them organized. You only need to take a business card, tape it, staple it to a blank rotary card and file it under the appropriate alphabet letter. 

  • Store business cards in a box

This method is similar to storing recipe cards in a cardboard box. If you are too busy to find the best way to store business cards, this method can still help. You can tie all your business cards together, organize them from A to Z, and place them directly into a business card file box. You can purchase a designed business card file box, but any long, narrow box or container with a lid will also work. For example, a narrow plastic storage container or even use any cardboard business card box in your office. This method can somewhat work if you prefer remembering people by the color of their business cards. However, it may be best to at least try using other ways before sorting with “the box method.” 

  • Keep photos of business cards on your smartphone

Carrying physical business cards can sometimes cause inconvenience. To avoid this, you can simply take photos of business cards and store them in a separate album in your gallery. That way, you will be able to find them if needed. 

Don’t forget to capture both the front and back of the business cards to avoid missing important details. However, you might need to name each file to organize them, and this action can take several minutes per card. Although this is probably not the best way to store business cards, it still works for some people. And most importantly, it is 100% free. 

  • Download a business cards scanner app

If you live with your smartphone by your side and need to organize your business cards in a particular order, using a business cards scanner app would be the best way to store business cards. 

There are various business card scanning apps available, and many of them are even free. Most of them will scan your business cards and convert them into a digital format automatically. This means you will be able to save them as contacts directly from your phone. You can also find the original business card by the image of the card that you scanned. Many apps will also allow you to export contacts into Outlook and many other platforms. 

Let’s take an example with Shoeboxed. Shoeboxed is the business card management app that allows you to create an online database of your contacts and get rid of business card piles. Shoeboxed not only allows you to track your business receipts, expenses, and mileage logs, but it also enables you to manage all your contacts, complete with all the traditional information on a business card.

After downloading the Shoeboxed app, you can take a picture of your business card, enter the basic information. Otherwise, you can simply put them in your Shoeboxed envelopes and mail them to us. We will then scan them and enter the data on your business cards. You can view them online and import all your contacts, with all the information on the card, to any digital contact list: Outlook, Gmail, Yahoo, Hotmail, LinkedIn, etc. From the first name, last name, address, phone number, email address, company name, and position, you will have all the contact information from your colleagues, partners, and suppliers without having to scan a single thing or enter any data yourself. 

See also: Get Accurate Information from Your Business Card Scans

So, suppose you met a lot of people at a conference that you recently attended. With Shoeboxed, you will be able to have all their contact information in one place, within a 3-minute process, from beginning to end. This is by far the best way to store business cards in the modern age. 

Final thoughts

Now you have several options to decide which is the best way to store business cards. We’d love to hear your opinion. Let us know by dropping a comment!

Don’t forget that the Shoeboxed app is now available for iOS and Android. Download now to store your business cards efficiently and free with Shoeboxed. 

The Why And The How Of Digitally Scanning Receipts With The Shoeboxed App: A Step-By-Step Guide

Whether you are a business owner or a freelancer, tracking expenses is an essential part of your job. In either case, using a receipt scanning application can make it easier to scan receipt and keep track of and manage your expenses. 

You’ve probably used a document scanner before and know how it works. With a piece of paper placed on the scanner’s surface, you only need to press a button, and the scanner saves an image of the document to a hard drive. A receipt scanner varies from a traditional document scanner in two fundamental aspects: it doesn’t just save an image of the receipt; and it uses OCR (optical character recognition) software to process the image, extracting data displayed on the receipt such as letters and numbers, and it will even create an expense report for you. 

Automatic receipt scanning technology brings several benefits to your business, all of which serve to make your work much easier. This article will give you a precise look at how your business can benefit from a receipt scanning application and a step-by-step guide to scan receipt with the Shoeboxed Receipt Scanning & Expense Tracking App

1. Introducing the Shoeboxed Receipt Scanning & Expense Tracking app 

At Shoeboxed, we know how troublesome it can be to sort through receipts and put together an expense report. That’s why we bring you the perfect mobile app for scanning and managing receipts to make the process of expenses as simple and painless as possible. Our significant features allow you to manage all your receipts at any time. 

The Shoeboxed app functions as an automatic receipt scanner. It essentially processes a photo of a receipt to produce a digital receipt containing all the necessary information and a wealth of useful metadata. Once your receipts are fully stored in digital format, Shoeboxed provides you with numerous useful functions. You can submit expense reports in a few clicks, have all data automatically exported to the accounting software of your choice, and can search, access, and make changes to your receipts at any time, from anywhere.

Discover more: Why Start-ups and Entrepreneurs Need Digitized Receipt Management

2. Benefits of using a receipt scanning app

Time-saving

First and foremost, the most apparent benefit of a receipt scanning app is the potential to save you a lot of time. Imagine how long it takes to enter one receipt’s worth of information into an excel spreadsheet and compare that to how long it takes to take a photo of the receipt! 

It used to take hours to go through a box of receipts. Now the whole process only takes a few minutes. All you need to do is capture an image of the receipt with your smartphone, and the app will do the rest. 

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 get it less cluttered. This improves your work environment and allows you to get your paperwork into action. 

Data loss reduction

Normally, you need to take all your receipts and store them all in one place and choose a certain day to go through them. And there are also chances that you lose your receipts from time to time. With a receipt scanning app, you can take a photo of each receipt as soon as you get in and keep it on your smartphone. When the information is stored digitally (particularly when using cloud storage), the chances of data loss are significantly reduced. This means you no longer have to worry about receipts and invoices piling up and saves you from an unmanageably large mountain of receipts. 

Increased security

Storing important documents on a digital cloud platform is obviously safer than keeping a hard copy of those documents. Most cloud servers are intensively secured with complex encryption methods and protocols, as well as reliable backup systems, protecting your data from being lost or hacked. Additionally, digital storage means increased privacy. While anyone can pick up or read your paper documents, only specific people with given permission can access the digital-storage documents. 

Ease of access

Let’s imagine trawling through multiple boxes of receipts looking for a particular expense from several years ago. Not only would this take forever, but there is also a chance that you wouldn’t find what you were looking for. 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. 

You can also add metadata to receipts (projects, expense category, location information, payment method, etc.). This is a great way to organize the receipts and make it easier to find them. For example, if you need to go over all expenses incurred during your two-week business trip to New York, simply look up the relevant category or time frame. All necessary information is right where you need it. 

And it doesn’t matter where you are or what time it is, you can access all of your financial data from any device as long as you have an internet connection. From there, you can enter new information or make changes if needed, and share data with clients, employees, or business partners at ease. 

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. 

FIY: Shoeboxed currently supports the following currencies: USD $, AUD $, CAD $, NZD $, MXN $, EUR €, JPY ¥, GBP £, CHF ?, HKD $, SGD $ and so much more. 

You can always change the default currency for your account so that expense reports in your account will display your receipts in your preferred currency. 

The Shoeboxed app also 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. We use historical conversion rates from the European Central Bank to convert your receipt and bill to your default currency. 

Long-term and unlimited storage 

At Shoeboxed, we offer unlimited storage to keep your receipts for years! When your receipts are digitally stored, they will still be perfectly intact even when they are ten years old. On the other hand, physical receipts are prone to aging and fading, reducing clarity and legibility, potentially causing you troubles down the road. 

Court-recognized legal documents

Digital receipts are completely accepted as legal documents. The IRS and HMRC both accept digitized receipts, meaning that the process of filing tax refunds and write-offs for business expenses becomes much easier. 

Accuracy

Countless hours of data entry might weaken your accuracy. But this will no longer be a problem with the Shoeboxed Receipt Scanning & Expense Management app. Every single receipt will be processed with 100% accuracy. 

Automated expense reporting

With all of the receipt information digitally stored, generating an accurate and comprehensive report is only a few clicks away. You can then send them by email or export them to other accounting software such as QuickBooks, Xero, or Dropbox. 

3. A step-by-step guide to scan receipt with the Shoeboxed app

Our Shoeboxed receipt scanning app was designed to be incredibly user-friendly. To scan receipt, simply do the following:

  • Step 1: Prepare your receipt for scanning

Flatten all receipts as best you can. 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 that may be attached to the receipt. 

  • Step 2: Open the Shoeboxed app, choose “Add new.”
prepare to scan receipt
  • Step 3: Take a picture of the receipt
scan receipt with the Shoeboxed app
  • Step 4: Add essential information to the receipt (such as title), and choose a category. 
add information to the receipt
add information to the receipt
  • Step 5: Scanning and processing the data
process

The Shoeboxed app extracts the most important data points on your receipts 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. 

adding information to the receipt

See also: Shoeboxed human-verified data extraction feature

  • 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” 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.

create expense report

Final thoughts

Now you know how to scan receipt digitally anytime, from anywhere with a single smartphone. Having the ability to turn your paper receipts into a digital format can make your expense tracking much simpler. Furthermore, Shoeboxed is packed with features you may not have tried yet (like mileage tracking or business card storing). Get your 30-day trial now before choosing the perfect plan for your purpose!