The best receipt scanner app must have optical character recognition (OCR), cloud storage, and a document management system. It’s also important to distinguish if you need a dedicated receipt scanner or a receipt scanner that’s integrated with accounting or expense tracking software. With these features in mind, here is our complete list of the best receipt scanner apps:
- Neat: Best overall receipt scanner with unlimited scans and a document management system
- Shoeboxed: Best for assisted receipt processing
- Dext Prepare: Best receipt scanner with bank statement and line item extraction
- Zoho Expense: Best for growing teams that need receipt and expense tracking
- QuickBooks Online: Best accounting software with a built-in receipt scanner
- Wave: Best inexpensive receipt scanner
- FreshBooks: Best receipt scanner for service-based businesses
Fit Small Business’ editorial policy is driven by the mission to provide you with the best answers to your small business questions. Our evaluation process makes us a trustworthy source for insights and tips in selecting the best receipt scanner app for your needs. We don’t just scratch the surface; we immerse ourselves in every solution we review by exploring the features down to the finest nuances.
For our roundup of the best receipt scanner apps, we created a special rubric that evaluates the features of our chosen providers. This gives our audience―small businesses and freelancers―our unbiased opinion about the software’s capabilities and fit for your needs.
Receipt scanners help businesses digitize paper receipts and documents. Here are the essential features to look for in a receipt scanner:
- OCR capabilities and accuracy: Receipt scanners must have OCR capabilities to reduce manual data entry. The OCR function must also be accurate in reading and converting text from paper documents to prevent errors that may proliferate if not checked manually.
- Hardware requirements: The provider must specify what hardware is needed to scan documents. The most common hardware would be a smartphone, but using smartphones may propose limitations, such as camera quality, output image quality, and ease of scanning. It would help if the provider would have additional methods of scanning via built-in scanners in computer printers or standalone scanners.
- Document management: After scanning paper documents, the provider must-have features that enable you to organize and group similar documents.
- Storage: The receipt scanner must have enough storage space for your needs. We don’t necessarily recommend getting unlimited storage, but we encourage you to get the plan that will suit your current and future storage needs.
- File sharing and collaboration: Aside from storage and document management, looking for file sharing options is a great advantage. It enables you to share files with other users and lets them collaborate with you.
- Integrations: The receipt scanner must integrate with accounting and productivity software so that receipt scanning can be easily integrated into workflows and processes.
- Ease of use: You must choose a receipt scanner that’s easy to use or requires minimal learning. As much as possible, the app must also have other ways of adding digital documents, such as manual uploads or upload from cloud storage providers.
QuickBooks Online: Our top choice for accounting software with receipt scanner. Get invoicing, bill pay, and inventory tracking. Now 50% off for Three Months. |
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Comparison of the Best Receipt Scanner Apps
Provider | Pricing | Number of Document Scans | Accounting Software Integration | Document Management System | File Sharing Within the App | Cloud Storage for Receipts |
---|---|---|---|---|---|---|
$200 per year for unlimited users | Unlimited | QuickBooks Online and Xero | ✓ | ✓ | Unlimited | |
$29 to $89 per month for unlimited users | 50 to 300 per month | QuickBooks Online, Xero, and Wave | ✓ | ✓ | Unlimited | |
$30 to $85 per month for unlimited users | 300 to 4,000 | QuickBooks, Xero, and Sage Accounting | ✓ | ✕ | Unlimited | |
$0 to $12 per active user, per month | 20 to unlimited | Zoho Books, QuickBooks Online, QuickBooks Desktop, Xero, and Sage Accounting | ✕ | ✕ | 5 GB to Unlimited | |
$30 to $200 per month for 1 to 25 users | Unlimited | N/A; is already accounting software | ✕ | ✕ | Unlimited | |
$11 per month or free when you upgrade to Pro | 1 or unlimited | N/A; is already accounting software | ✕ | ✕ | Unlimited | |
$17 to $55 per month for 1 user only; custom pricing available | Unlimited | N/A; is already accounting software | ✕ | ✕ | Unlimited | |
Note: All the receipt scanners above have OCR features and smartphone camera scanning capabilities. |
Neat: Best Overall Receipt Scanner With Unlimited Scans & Document Management System
Pros
- Has a clean and easy-to-understand user interface (UI)
- Combines high-grade scanning, multiple capture options, and human verification for accuracy
- Offers a reporting system based on different categories like expense, sales tax, and spending details
- Has fixed pricing
- Integrates with QuickBooks Online and Xero
Cons
- Can’t extract line items using OCR
- Has no assisted receipt scanning services
- Has no monthly plan
Neat is $200 per year, billed annually—and there’s no option for a monthly contract. The plan is good for unlimited users. You can also try Neat for free for 14 days.
Neat is our top recommendation because of the features that come with receipt scanning. We find its document management system and file organization helpful for archiving documents properly. Through its keyword search feature, it makes it easy for users to locate these documents without going through each file folder—in case you need to pull up receipts from past years, you can search for them easily.
Since Neat offers excellent document management and unlimited receipt scanning, freelancers and self-employed individuals may find Neat’s features too much for their needs. Freelancers may only have a few receipts and documents to scan. Instead, we recommend Zoho Expense Free, where users can get 20 receipt autoscans and 5 GB of receipt storage.
Shoeboxed: Best for Assisted Receipt Processing
Pros
- Contains mileage tracking and expense reporting
- Has Magic Envelope™ to send receipts to Shoeboxed for scanning
- Has unlimited file storage
- Integrates with QuickBooks Online, Wave, and Xero
Cons
- Has limited receipt processing
- Has an outdated help center
You can save 20% if you choose annual billing, but the monthly prices are as follows:
- Start up: $29 for 50 digital documents, 25 paper documents, and one magic envelope.
- Professional: $59 for 150 digital documents, 150 paper documents, and unlimited magic envelopes.
- Business: $89 for 300 digital documents, 300 paper documents, and unlimited magic envelopes.
All plans are good for unlimited users. You can try Shoeboxed for 30 days. Annual plans are charged upon sign-up, but if canceled within 30 days, users can get a full money-back guarantee.
We like Shoeboxed because businesses can save time by mailing Shoeboxed envelopes full of receipts to be scanned. We find it perfect for small businesses with fewer than 10 employees but have a lot of receipts and documents to process. The assisted receipt scanning features would reduce the workload of the business’ in-house bookkeeper. The only downside for Shoeboxed is the limited number of documents. We recommend Neat for unlimited document scanning and storage.
Dext Prepare: Best Receipt Scanner With Bank Statement and Line Item Extraction
Pros
- Integrates with major accounting software like QuickBooks, Xero, and Sage Accounting
- Extracts information from receipt line items
- Captures receipts and makes expense reports using the mobile app
- Classifies documents as to cost, sales, or bank
Cons
- Is not a complete accounting software
- Has limited bank statement extractions for all plans
- Is costly for some small businesses
- Limits the number of clients per plan
For small businesses
- 250 documents per month: $30 per month for 5 users, 10 bank statement extractions, and five document line item extractions.
- 500 documents per month: $57.50 per month for 10 users, 35 bank statement extractions, and 30 document line item extractions.
- 750 documents per month: $85 per month for 15 users, 60 bank statement extractions, and 55 document line item extractions.
For accounting firms
- Essentials: $229.99 per month for 10 clients
- Advanced: $247.23 per month for 10 clients
Dext Prepare offers plans for accounting firms and small businesses. With its automated data extraction, you will be able to focus on other tasks rather than entering data into the system manually. Its line item extraction from documents and bank statements reduces manual data entry and speeds up accounting processes–Dext Prepare is the only provider in this list that has these features.
A good alternative to Dext Prepare would be Shoeboxed. We recommend Shoeboxed because it has assisted receipt scanning, which could help in reducing staff workload by letting Shoeboxed do the receipt scanning.
Zoho Expense: Best for Growing Teams That Need Receipt and Expense Tracking
Pros
- Integrates perfectly with over 40 other Zoho business apps
- Is best for travel expense approval and review
- Offers unlimited receipt scanning and storage in Premium and Enterprise plans
Cons
- Can be expensive for small teams that process few bills from vendors
- Lacks document management features
- Stores receipts only in expense entries; receipts can’t be organized otherwise
Zoho Expense offers monthly and annual plans. The monthly pricing plans are as follows:
- Free plan: Up to three users with 5 GB of receipt storage and 20 receipt autoscans for all users
- Standard plan: $5 per active user; unlimited users, 20 receipt autoscans per user, and receipt storage; requires at least three users
- Premium plan: $8 per active user; unlimited users, unlimited autoscans, and receipt storage; requires at least three users
- Enterprise plan: $12 per active user; unlimited users, unlimited autoscans, and receipt storage; requires at least 500 users
You can try Zoho Expense for free for 14 days.
Zoho Expense is an expense tracker with receipt scanning capabilities, and it scales well with your growing company. With its pay-per-user pricing model, you can add as many users in Zoho Expense, where they can submit expenses and scan receipts.
Each user will have an account where they can scan receipts using the mobile app, attach these receipts to expense reports, and request expense reimbursements. Aside from that, your company can benefit from advanced features, like advanced approval workflows, travel requests, and per diem automations.
Shoeboxed is a great alternative if you’re looking for a dedicated receipt scanner with assisted receipt scanning services. Zoho Expense can store receipts (5 GB or unlimited), but these receipts are within expense entries, whereas with Shoeboxed, you can store them in folders and assign tags or categories.
QuickBooks Online: Best Complete Accounting Software With Built-in Receipt Scanner
Pros
- Tracks profit and loss (P&L) by class, location, or project
- Has access to an extensive network of independent QuickBooks ProAdvisors
- Includes mileage and expense tracking plus receipt scanning through the mobile app
- Captures and categorizes receipts using the mobile device or online web interface
Cons
- Doesn’t allow you to add more users
- Is more expensive than competitors
- Lacks document management system
- Is not primarily a receipt scanning app
- Simple Start: $30 per month for one user
- Essentials: $60 per month for three users
- Plus: $90 per month for five users
- Advanced: $200 per month for 25 users
You can either enjoy a 30-day free trial of any plan or get 50% off for three months and free guided setup with a QuickBooks expert, which includes the following:
- Connecting bank accounts and cards
- Automating processes
- Learning QuickBooks features
QuickBooks Online has receipt scanning capabilities on top of its best-in-class accounting features. We chose it because we believe it can be a two-in-one solution if your business needs a complete accounting solution with receipt scanning. For $30 a month for the Simple Start plan, you get receipt scanning and basic accounting features.
However, going for the Plus plan at $90 monthly will not only give you receipt scanning but all the essential accounting features you’ll ever need, like invoicing, billing, inventory accounting, and banking. This is why QuickBooks Online is our best small business accounting software. We recommend using a third-party provider for document management, such as Google Drive or Dropbox.
Wave: Best Inexpensive Receipt Scanner App
Pros
- Offers a free plan with the option to use receipt scanning for an affordable fee
- Includes free unlimited receipt capture and scanning when you upgrade to the Pro plan
- Has built-in accounting and invoicing features
- Live chat and email support with either paid receipt scanning or an upgrade to Pro
Cons
- Only allows a single user in the free plan
- Has very limited features
- Lacks document management system
- Lacks time tracking and audit history
Wave offers a free plan (Starter) for a single user and a paid plan (Pro) at $16 per month for unlimited users. When you sign up for the free plan, receipt scanning is available as an add-on for $11 per month. However, when you upgrade to Pro for just $16 per month, unlimited receipt scanning is included.
Because Wave offers a free version for accounting and invoicing, it’s a great choice for small businesses on a limited budget or home-based businesses, like those selling homemade food and products. The app uses OCR technology to read receipts and make suggestions for proper accounting and categorization.
The downside of Wave is its limited receipt scanning features. It doesn’t have document
management, so you can find receipts only by going through attachments in expense entries one by one.
We recommend choosing Neat for a well-rounded receipt scanning and document management system. If you also want additional accounting features, like tracking by class and location and inventory accounting along with your receipt scanning, then QuickBooks Online is a good choice.
FreshBooks: Best Receipt Scanner for Service-based Businesses
Pros
- Email receipts to FreshBooks using unique email handle
- Receipt auto-scanning
- Auto-categorize expenses after scanning
Cons
- Lacks document management system
- Additional charge for adding more users
- No inventory features
All plans are good for one user only. You have to pay $11 per month per additional seat.
- Lite: $19 per month
- Plus: $33 per month
- Premium: $60 per month
- Select: Custom priced
You can try FreshBooks for free for 30 days.
FreshBooks is our top choice for service-based freelancers wanting to do-it-yourself (DIY) their accounting. Because of its easy-to-use interface, freelancers without an accounting background can learn how to use the platform easily.
Aside from its user-friendly environment, it comes with a receipt scanner through a mobile app. Freelancers who often work outside or in coworking spaces can capture receipts of daily expenses easily using their smartphones and then upload them to FreshBooks.
Alternatively, QuickBooks Online is a suitable alternative to FreshBooks. QuickBooks Online’s complete suite of accounting features and receipt scanning is perfect for all types of businesses. Since FreshBooks can’t track the cost of inventory and goods sold, retailers and merchandisers should go for QuickBooks Online instead.
How We Evaluated the Best App to Scan Receipts
In evaluating the best receipt scanner apps, we created a rubric that highlights four main areas:
10% of Overall Score
The cost of the receipt scanner app matters greatly for small businesses on a budget. In our pricing evaluation, we considered different pricing levels that vary with the number of users. We also gave points to providers that give free trials, monthly plan options, and annual billing discounts.
35% of Overall Score
Basic receipt scanning features are must-have features. The provider must at least have the majority of these features to be usable as a receipt scanner. In this criterion, we gave more weight to OCR and methods of receipt scanning. The provider that can give multiple receipt scanning methods received more points.
15% of Overall Score
Special receipt scanning features are those that put the provider ahead of its competition. Some of these include document management and assisted receipt scanning. We don’t expect all providers to have all of these; they simply make receipt scanning easier and enhance user experience in managing scanned documents. In this criterion, we gave more weight to file and document organization, file sharing and collaboration, and expense tracking.
20% of Overall Score
We check user review websites to gauge actual user feedback and incorporate these ratings in our evaluation.
10% of Overall Score
For ease of use, we considered the provider’s integration with expense trackers and accounting software. However, we give more credit to providers that don’t need third-party integrations with expense tracking and accounting software since it’s a cost-effective solution to have multiple solutions in one software package. Besides integrations, we also included our expert scores in this criteria.
10% of Overall Score
In this criteria, we want providers to have many support channels available for users just in case they need assistance. Support channels like phone, email, and chat are the primary channels we’d like to see. Alternatively, we also considered the knowledgebase as a source of self-help information.
When To Use a Receipt Scanner App
- Your team works remotely: Do you allow remote employees to buy their own supplies and charge them to your business? Using a receipt scanner can help you process expenses even if you work remotely.
- You want to reduce paper use in your business: Traditionally, you’d have to prepare vouchers for reimbursements, which only means using more paper. With a receipt scanner, you can eliminate paper use and process everything from expense recording to reimbursement through the receipt scanner app.
- You want to declutter your office: The sight of receipts piling on your desk is unpleasant—almost all professionals would hate to go over hundreds of receipts daily. Instead, you can scan these receipts and throw them away afterward.
- You want a faster and easier way to keep track of receipts: After you scan receipts, you can usually attach them to transactions. This makes the receipt very easy to find if the transaction is ever questioned.
Frequently Asked Questions (FAQs)
Look for the best receipt scanner that caters to your business’s monthly capacity. As much as possible, go for unlimited scanning. Moreover, the receipt scanner must-have features that reduce data entry, such as optical character recognition and auto-entry into fields.
Yes, as most digital scanners use advanced security features, such as SSL and MFA, to keep sensitive information protected.
Yes, especially for businesses that process a lot of physical receipts. However, you can still go for free receipt scanners if you don’t process a lot of receipts daily, such as fewer than five per day.
Bottom Line
Choosing the best app to scan receipts requires a deep analysis of your business process and requirements. Each platform in our guide has promising features and functions. In choosing one, don’t forget to consider relevant factors, such as whether it meets your most crucial needs and your budget, and the overall benefit it can bring to your company as a whole. Then, go back to this list and find the software that best fits the bill.