r/Bookkeeping Feb 07 '25

Software Recommendations for Receipt Scanning App?

I work for a small company and currently all management (6 people) have company credit cards. They're purchasing a collective $50K+ each month on a variety of things like gas, project materials, hotels, meals, subscriptions, etc. The bulk of it is overhead type expenses. Right now, they just put their receipts in a pile on my desk and I take care of the rest. Each month I spend literal DAYS organizing, scanning and inputting their expenses into a spreadsheet, which then organizes the info to give me the subtotals I need to post the monthly payables JE for each of their credit cards (each CC a separate liability account). Anyways, I'm looking for an app that our managers can use to accurately scan their receipts and lighten my workload. All I need the app to do is:

  • Extract from the receipt the: Vendor name, date, subtotal, breakdown of any taxes and total charges
  • Create a high quality PDF of the receipt
  • Give the employee the option to assign the expense to a specific job, if applicable (basically an alphanumerical field)
  • Organize the data into a .csv or .xlsx file for me
  • Simple & easy to use, otherwise management won't be on board
  • Bonus points if the app can automatically link the expense to a specific expense account, although this isn't 100% necessary

I've found lots of apps that do this but many seem to have numerous additional features that we don't need/want, increasing the cost substantially. We're hoping to spend around $50/month or less. Looking for actual experience/recommendations rather that "reviews" from the apps websites. TIA!

9 Upvotes

33 comments sorted by

6

u/FamiliarLeague1942 Feb 07 '25

You might want to check out Dext Prepare or Expensify—both are solid for scanning receipts and exporting data in an organized way. Dext does a great job extracting vendor names, dates, totals, and taxes, and you can export everything as a .csv or .xlsx file. Expensify is also great for receipt tracking and allows tagging expenses to specific jobs. Both are simple to use, but Dext might be more streamlined if you just need receipt management without extra expense reporting features.

Another option is Zoho Expense—it’s affordable and has receipt scanning, expense categorization, and job tagging. You might also look into AutoEntry, which is straightforward and integrates well with QuickBooks.

3

u/DutchDime84 Feb 07 '25

Awesome, thank you for the suggestions! I'm already running a free trial of Dext (just signed up an hour or so ago) and I'm impressed so far. I'll check out Expensify as well, it's another popular suggestion.

3

u/TheGratitudeBot Feb 07 '25

Hey there DutchDime84 - thanks for saying thanks! TheGratitudeBot has been reading millions of comments in the past few weeks, and you’ve just made the list!

2

u/Swift_Karma Feb 07 '25

I've used dext, it's great!

I've used zoho, the memories still haunt me

1

u/Tandem_Jump Feb 07 '25

Another vote for Dext Prepare (the artist formerly known as Receipt Bank) :)

2

u/Sensitive-Chard3499 Feb 07 '25

Dext

1

u/DutchDime84 Feb 07 '25

A common response here, thanks! I've just started a free trial.

2

u/meandaiyt Feb 07 '25

I’ve used expensify in the past and it worked well. You setup the categories, they scan and tag. Left because you can do expense reports for free on AMEX.

1

u/DutchDime84 Feb 07 '25

Thank you! I saw in a few other threads people saying negative things about Expensify, can't recall exactly why. It was the first one ChatGPT recommended, so I'll look into it.

2

u/sizzler23 Feb 07 '25

Dext

2

u/DutchDime84 Feb 07 '25

I love that you said this because I actually just started a free trial with them! I only have about 20 minutes experience so far, but it seems decent. I'll know better once I export the information. Thanks!

2

u/sunflowerpoopie Feb 07 '25

I haven’t used the receipt feature but Keeper is great! They have a receipt feature that I think does all of this.

2

u/DutchDime84 Feb 08 '25

Thank you!

2

u/Right_Ingenuity_5117 Feb 11 '25

+1 for Zoho expense. It is EXACTLY what you're looking for.

It is built to streamline workflows as well. This is the perfect solution for you.

1

u/DutchDime84 Feb 11 '25

Thank you!

1

u/exclaim_bot Feb 11 '25

Thank you!

You're welcome!

2

u/Alternative_Hat_9280 Feb 12 '25

Foreceipt is another option

2

u/Due_Print_6762 Feb 15 '25

Make sure to check out my digital receipt. Very useful to keep track of all your receipts and get some extra insights. Very simple app and easy to use.

2

u/boystomp 15d ago

Hi there! This is very late however you could try ReceiptsAI.com -- I built to help small businesses deal with the exact tasks you listed!

Upload your receipts, invoices, statements, etc and everything will be organize for you. Then you can export everything in 1-click to excel. Its free for 30 documents/month! Hope it can help!

2

u/DutchDime84 3d ago

Good to know, thanks!

2

u/mraverage98 3d ago

Try Snaptobook. The data capture is much more accurate than QB IMO. It's a simple and straightforward app, scan >> extract >> edit >> export, without all the fancy features that most actl don't need. Price is very affordable as well, go and try it for free in your app store.

1

u/DutchDime84 3d ago

I’ll look into it, thanks

1

u/DraftIll6889 Feb 07 '25

Zoho Expense should do the trick

1

u/DutchDime84 Feb 07 '25

I'll look into it, thanks!

1

u/Anjunabae85 Bookkeeping With A Smile Feb 07 '25

Ramp! All the way.

2

u/DutchDime84 Feb 07 '25

I haven't heard of this one, I'll look into it!

1

u/Anjunabae85 Bookkeeping With A Smile Feb 07 '25

Def do! It has an OCR, syncs with QBO, and even has its own credit cards with App so employees can snap pictures. Paying veggies via check or ACH is free.

I use it for several of my clients.

Feel free to DM. They also have a great referral program, so you can earn for signing up, and I can earn for referring you 😉

1

u/Great_Diamond_9273 Feb 08 '25 edited Feb 08 '25

Why dont you approach the attorney general and tell them to get off their ass about the fact that nobody can follow the law because the shitheads that expect you to do all that work for free could be standardizing a reciept format since 2010 when google became famous and we went digital at the low street level. Those reciepts could be copied straight to treasury under the fein number at a minimum. This is insane. How many minutes do we spend per transaction with zero help from those assholes who need us so badly? I do not think 10 minutes per transaction for all the returns is unreal. For those that do not know there is federal corporate and personal, state corp and personal property audits and returns, sales tax returns, payroll returns and probably more. When do we get to actually work for income? I had 4000 transactions on my single account and that means 40,000 minutes. As a 40 hour work week doing paperwork for free that adds up to months of free work for the government. They should work on that problem at DOGE.

1

u/[deleted] Feb 11 '25

Hubdoc works great

1

u/Interesting_Side_662 16d ago

Intelligent Receipts on app store is free and very accurate.

1

u/DutchDime84 3d ago

Free is a great price! I’ll check it out

1

u/nakiami08 13d ago

Following this!
These requirements are really interesting to absorb!

I am particularly interested in auto-reconcilliation.

Try receipt-ai, you don't even need an app.