Paperless receipt capture

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3puttssuck

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#261384 24-Nov-2019 20:45

My company has decided to go the paperless route for our monthly expense reporting.
They send us an Excel spreadsheet with our Visa transactions loaded into it.
They have asked that we sellotape receipts to a sheet of paper, scan that sheet and email it back with our completed Excel spreadsheet. I can have upwards of 25+ receipts each month. It will be a hassle to go down this route. Sellotaping etc.
I’m looking for a way that I can take a photo of each receipt on my iPhone and then email it to myself and then manipulate each photo into a Word doc ( multiple photos on one page) and then email each page as an attachment. I have tried searching and tried doing it on a PC but it isn’t easy.
Am I missing something?
TIA.

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#2360198 24-Nov-2019 20:57

Try scanbot on your iphone, it takes a photo and crops it for you, it can then drop it in a folder of your choosing, if you use something like onedrive then it will be available on your PC to attach.

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timmmay

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#2360200 24-Nov-2019 20:59

Every time I buy something that I'll expense I scan it using the free Android app Office Lens which works very well, sync it to dropbox using an app called Dropsync, then I just attach it to the digital expense claim. Printing and taping sounds ridiculous.

jarledb

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#2360207 24-Nov-2019 21:21

I am using Scanner Pro for iOS and it works brilliantly. Saves to Dropbox, Google Drive, OneDrive, OneNote, Evernote and a few other cloud services, and deals with all kinds of formats for receipts. And it's a lot cheaper than Scanbot.

iOS 13 have built in scanning now as well, but it looks really cumbersome to use.

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mdf

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#2360217 24-Nov-2019 21:52

+1 Office Lens for receipts. And whiteboards and business cards.

scuwp

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#2360231 24-Nov-2019 22:51

We just lay the receipts out on a bench and take a single photo. Upload as a jpg into our accounts system. Easy and works well.

Lazy is such an ugly word, I prefer to call it selective participation

davidcole

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#2360235 24-Nov-2019 22:54

I use scannable direct into Evernote. At least after a couple of days it’s ocr’d. And at the end of the financial year I pull all receipts out and print them.

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phrozenpenguin

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#2360240 24-Nov-2019 23:23

Paid ($8?/month) service Expensify takes all the hassle out of this. Take photos, auto reading of reciepts, can sync to Xero including sending PDF of scans. https://www.expensify.com

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eracode

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#2360245 25-Nov-2019 00:27

iOS 13 now has a function in the native Photos app where the ‘share’ function includes an option to “Save to Files” i.e. to the iOS native Files app. This automatically creates a pdf and gives you the opportunity to name the pdf and a choice of which file you want to save it in. No need for a separate or third-party app to do scanning and/or conversion to pdf. Just take a photo of the receipt and use this function. Works well.

Sometimes I just sit and think. Other times I just sit.

eracode

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#2360261 25-Nov-2019 06:47

jarledb:

I am using Scanner Pro for iOS and it works brilliantly. Saves to Dropbox, Google Drive, OneDrive, OneNote, Evernote and a few other cloud services, and deals with all kinds of formats for receipts. And it's a lot cheaper than Scanbot.

iOS 13 have built in scanning now as well, but it looks really cumbersome to use.

The iOS function is not at all cumbersome - see above. It was somewhat cumbersome in earlier versions of iOS but is now very simple.

Sometimes I just sit and think. Other times I just sit.

Batman

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#2360268 25-Nov-2019 07:17

someone recommended me google drive. perfect.

Andib

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#2360278 25-Nov-2019 07:52

Our expense claims have been paperless for quite a while now.

I just take a 'scan' using the OneDrive app which then syncs to my work onedrive so I can submit it from my computer.

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Handsomedan

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#2360304 25-Nov-2019 08:44

I'm just amazed that companies still insist on not using an Expense Management System for their company expenses.

The data they can get out of this alone is worth the price of admission, but the reduction in wasted time, resources and receipts and the ability to auto-code etc makes it a no-brainer...even for small businesses.

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trig42

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#2360308 25-Nov-2019 08:58

Our expense claims are done using Serko Expense. It has an App with which you photograph the receipt, and it automatically matches it up to your credit card (assuming using company card) expenses.

Brilliant. I'm not sure how well it works for expenses you've paid using your own money, but those here that do do that have no issues with it.

surfisup1000

5288 posts

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#2360324 25-Nov-2019 09:12

Handsomedan:

I'm just amazed that companies still insist on not using an Expense Management System for their company expenses.

The data they can get out of this alone is worth the price of admission, but the reduction in wasted time, resources and receipts and the ability to auto-code etc makes it a no-brainer...even for small businesses.

I tend to agree.

I was also curious to see what the IRD has to say ....

Paper records transferred to electronic form must be copied completely and accurately, for example, the use of imaging to provide information in a format identical in all respects to the source-paper document. A black and white scan of a coloured document is acceptable, unless the colours in the original document are material to understanding the information. The addition of information such as index referencing is also acceptable, provided the additional information does not obscure the original information and the additional information must be distinguishable as additions to the original record.
The electronic copy must be readily accessible and capable of being retrieved on legible hard copy (printouts) or supplied in an electronic form able to be read by Inland Revenue staff.
Source-paper documents or other non-electronic records from which the complete information is transferred and stored in electronic form, may be destroyed after transfer to the electronic form.

So, you can scan and destroy.

I've got receipts going back to 1998 now haha. Such is the problem of ample storage space.

richms

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#2360349 25-Nov-2019 10:19

I really just want a sheet feeding scanner that can deal with 80mm and the narrower reciepts and scan to any length rather than having to mess about unfolding them holding them flat with weights (because they have been folded 20 times to fit in my wallet and are about 500mm long) and then drop that into my google drive.

Ive been scanning all my bunnings ones on the flatbed by ripping them in half. Annoying thing is since I got the powerpass card they insist on printing an A4 one at the counter and stapling the eftpos one to that. PITA....

Richard rich.ms

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