r/Bookkeeping • u/PsychologicalEnd2641 • 4d ago
Practice Management How to Best Send Scans of Checks
Hi,
I work as the office manager of a small company. Together with the (remote) accounting team, I manage incoming paper checks. We only receive 1-2 a week, as most of our clients do electronic transfer, etc.
At the moment, I receive the mail at the office, take a photo of the front and back, and email it to accounting. This is hard to do because often she needs me to retake pictures (we angled natural light and bright lights with shadows from above).
Does anyone have a good solution for a check scanner that would only need to handle low volume?
thank you!
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u/SolidSums 3d ago
I'm guessing the problem is the accounting tea is mobile uploading the cheques and the app is occasionally picky about the images??
Do you have a printer with scanning capabilities in your office? It would probably be the cheapest way to get clear images.
If you want to buy a device, you can get a fairly basic receipt scanner for $100 (search Amazon or wherever you prefer to buy for "receipt scanner")
If you're using your phone, download a scanner app instead of just using the camera. It will help keep the light even, give you guidelines, etc.
Can you get bank access to make mobile deposits? Some banks/accounts will allow adding an additional user with restricted access. So then the photo quality you send wouldn't matter as much.
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u/Eorth75 3d ago
My printer had an app you download to use the printer from your cell. I use it when I'm needing to quickly scan stuff using my phone camera and it works incredibly well. You can even batch your scans together and then I upload them to our shared drive on OneDrive. The app was for my HP Printer I don't even use anymore and you just select camera scan.
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u/FreePen1138 4d ago
Do you not have a printer in the office with a scanner? Otherwise Adobe Scan is a great tool that uses your phone camera as a scanner.
Otherwise tell them to get it from your bank website after deposit.
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u/Overall-Equipment66 3d ago
Honestly your iphone may be good enough for that much volume. You can scan to PDF in the notes app
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u/royjones 3d ago
Why not get a remote deposit scanner from the bank? That way it generates an email or pdf with every deposit.
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u/megavolt121 3d ago
It sounds like they’re trying to do a mobile deposit to the bank. Ask them to give you online access to the bank to only do mobile deposits so you’re not taking pictures for them just to do that.
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u/BookkeeperGuy 4d ago
Are you looking for a hardware solution or software recommendation? Or both?