10 Best Receipt Scanning Software

Businesses, both large and small, grapple with the tedious task of expense tracking and management. The manual entry of receipt data is time-consuming, prone to errors, and can lead to significant financial oversights. Receipt scanning software offers a streamlined solution, automating data extraction and categorization, thus saving time and improving accuracy. This type of solution is becoming increasingly important for businesses seeking to optimize their financial workflows.

This article presents ten of the best receipt scanning software options available, designed to simplify expense management in 2025. We will examine their features, pricing, and ideal use cases, providing a comprehensive overview to help you choose the right tool for your specific needs. Our analysis will cover applications suitable for individual users, small businesses, and larger enterprises, offering solutions that enhance efficiency and financial oversight.

Why is Receipt Scanning Software Needed?

The current landscape of expense management is often characterized by inefficiencies and inaccuracies. Many businesses still rely on manual processes for tracking and organizing receipts, leading to a range of problems that can impact their bottom line.

• Time-Consuming Data Entry: Manually entering data from paper receipts into spreadsheets or accounting systems is a laborious process, diverting employee time from more strategic tasks.
• Increased Error Rates: Manual data entry is susceptible to human error, leading to inaccurate expense reports and potential financial discrepancies.
• Lost or Damaged Receipts: Paper receipts are easily misplaced or damaged, resulting in lost expense claims and potential tax compliance issues.
• Delayed Reimbursements: The manual process of collecting, verifying, and processing receipts can lead to delays in employee reimbursements, impacting morale.
• Difficult Expense Reporting: Creating comprehensive expense reports from a collection of paper receipts is a complex and time-consuming task, hindering financial analysis.

Receipt scanning software addresses these challenges by automating the data extraction process, improving accuracy, and streamlining expense management. By converting physical receipts into digital data, these applications offer a more efficient and reliable solution for tracking and reporting expenses.

Key Features to Look For

When choosing receipt scanning software, several key features can significantly impact its effectiveness and usability.

Optical Character Recognition (OCR): The ability to accurately extract data from receipts is paramount. OCR technology converts images into machine-readable text, capturing details like vendor name, date, amount, and payment method.

Automated Expense Categorization: The software should automatically categorize expenses based on pre-defined categories (e.g., meals, travel, supplies). This feature saves time and ensures consistent expense tracking.

Mobile App Functionality: A mobile app allows users to scan and upload receipts on the go, using their smartphone’s camera. This feature is crucial for capturing expenses in real-time and eliminating the need to store paper receipts.

Integration with Accounting Software: Seamless integration with popular accounting platforms like QuickBooks, Xero, and NetSuite is essential for streamlining financial workflows. This ensures that expense data is automatically transferred to the accounting system for reconciliation and reporting.

Reporting and Analytics: The software should provide robust reporting and analytics capabilities, allowing users to track spending patterns, identify cost-saving opportunities, and generate detailed expense reports.

Benefits

Implementing receipt scanning software offers numerous benefits for businesses of all sizes.

Improved Accuracy: Automated data extraction minimizes the risk of human error, ensuring accurate expense tracking and reporting. This leads to more reliable financial data and better decision-making.

Increased Efficiency: Automating the receipt scanning process saves significant time and resources. Employees can focus on more strategic tasks, while the software handles the tedious data entry and categorization.

Enhanced Expense Visibility: Receipt scanning software provides a centralized view of all expenses, allowing businesses to track spending patterns and identify areas for cost optimization.

Simplified Tax Compliance: Accurate and organized expense records make it easier to comply with tax regulations and prepare for audits. The software can generate reports that meet specific tax requirements.

Faster Reimbursements: Streamlined expense processing leads to faster reimbursements for employees, improving morale and satisfaction.

What Are the Top Receipt Scanning Solutions?

Expensify – Best for Small to Medium Businesses

Expensify is a comprehensive expense management platform that includes robust receipt scanning capabilities. It’s particularly well-suited for small to medium-sized businesses looking to automate their expense reporting processes. Expensify streamlines the entire expense lifecycle, from receipt capture to reimbursement.

Expensify’s core strength lies in its SmartScan technology, which automatically extracts data from receipts with high accuracy. The platform also offers automated expense categorization, approval workflows, and direct integration with accounting software. This allows businesses to significantly reduce the time spent on manual expense management tasks. The platform is known for its user-friendly interface and robust mobile app, making it easy for employees to submit expenses on the go.

Beyond receipt scanning, Expensify offers features such as corporate card reconciliation, travel booking, and invoice management. These additional functionalities make it a versatile solution for businesses looking to consolidate their financial management processes. Expensify’s focus on automation and integration helps businesses improve efficiency, reduce errors, and gain better visibility into their spending. Compared to solutions like Shoeboxed, Expensify provides more advanced features for larger teams. While alternatives like Receipt Bank offer similar OCR capabilities, Expensify’s overall expense management platform is more comprehensive.

Key Features:

• SmartScan OCR technology for automated receipt data extraction.
• Automated expense categorization and coding.
• Mobile app for on-the-go receipt capture and submission.
• Integration with accounting software like QuickBooks and Xero.
• Automated approval workflows for expense reports.

Pricing:

Starting at $5/user/month

Free plan: Available with limited features

Premium: $18/user/month

Enterprise: Custom pricing

Best For: Small to medium-sized businesses seeking an end-to-end expense management solution with robust receipt scanning capabilities.

Shoeboxed – Best for Tax Preparation

Shoeboxed is a receipt scanning and organization service designed to simplify tax preparation and expense tracking. It caters to individuals and small businesses that need a reliable way to digitize and categorize their receipts. Shoeboxed focuses on providing a simple and user-friendly solution for managing financial documents.

Shoeboxed’s primary feature is its “Magic Envelope” service, where users mail in their physical receipts, and Shoeboxed scans and categorizes them. The platform also offers a mobile app for scanning receipts directly. Shoeboxed’s OCR technology extracts key data from receipts, and the platform allows users to create expense reports and track spending. This helps users stay organized and simplifies the process of filing taxes.

In addition to receipt scanning, Shoeboxed offers services such as document scanning and business card scanning. These features make it a versatile tool for managing various types of paper documents. Shoeboxed’s emphasis on simplicity and ease of use makes it a good choice for users who are not tech-savvy. While Expensify offers a more comprehensive expense management platform, Shoeboxed is a good option for users who primarily need a receipt scanning and organization service. Unlike Receipt Bank, Shoeboxed doesn’t directly integrate with accounting software, but it does offer integrations with tax preparation tools.

Key Features:

• Magic Envelope service for mailing in physical receipts.
• Mobile app for scanning receipts with OCR technology.
• Automated expense categorization and tagging.
• Document scanning and business card scanning.
• Integration with tax preparation software.

Pricing:

Starting at $29/month

Free plan: Not available

Premium: $99/month

Enterprise: Custom pricing

Best For: Individuals and small businesses needing a simple and reliable receipt scanning and organization service for tax preparation.

Receipt Bank (Dext) – Best for Accountants and Bookkeepers

Receipt Bank, now known as Dext, is a receipt scanning and expense management solution specifically designed for accountants and bookkeepers. It helps accounting professionals streamline their workflows and improve efficiency. Dext simplifies the process of collecting, categorizing, and processing receipts and invoices.

Dext’s core strength lies in its ability to automatically extract data from receipts and invoices with high accuracy. The platform integrates directly with accounting software like QuickBooks, Xero, and Sage, allowing accountants to seamlessly transfer financial data. Dext also offers features such as automated expense categorization, bank reconciliation, and invoice processing. This helps accounting professionals save time and reduce errors.

In addition to receipt scanning, Dext offers tools for managing invoices, tracking mileage, and collaborating with clients. These features make it a comprehensive solution for accounting firms looking to automate their workflows. Dext’s focus on integration with accounting software sets it apart from other receipt scanning solutions. While Expensify offers similar integration capabilities, Dext is specifically tailored for the needs of accounting professionals. Compared to Shoeboxed, Dext provides more advanced features for managing invoices and collaborating with clients.

Key Features:

• Automated data extraction from receipts and invoices.
• Direct integration with accounting software like QuickBooks and Xero.
• Automated expense categorization and coding.
• Bank reconciliation and invoice processing.
• Mileage tracking and client collaboration tools.

Pricing:

Starting at $39/month

Free plan: Not available

Premium: $99/month

Enterprise: Custom pricing

Best For: Accountants and bookkeepers seeking a receipt scanning and expense management solution that integrates seamlessly with accounting software.

Neat – Best for Small Business Owners

Neat is a document scanning and organization solution that includes receipt scanning capabilities. It’s designed for small business owners who need a simple and affordable way to manage their financial documents. Neat focuses on providing a user-friendly solution for digitizing and organizing receipts, invoices, and other important papers.

Neat’s primary feature is its ability to scan documents using a desktop scanner or mobile app. The platform uses OCR technology to extract data from receipts, and it allows users to create expense reports and track spending. Neat also offers features such as document archiving and search, making it easy to find important files. This helps small business owners stay organized and simplifies the process of managing their finances.

In addition to receipt scanning, Neat offers tools for managing contacts and tasks. These features make it a versatile solution for small business owners who need to manage various aspects of their business. Neat’s emphasis on simplicity and affordability makes it a good choice for users who are on a tight budget. While Expensify offers a more comprehensive expense management platform, Neat is a good option for users who primarily need a document scanning and organization service. Unlike Receipt Bank, Neat doesn’t directly integrate with accounting software, but it does offer integrations with other business tools.

Key Features:

• Document scanning using a desktop scanner or mobile app.
• OCR technology for extracting data from receipts.
• Automated expense categorization and tagging.
• Document archiving and search.
• Contact and task management.

Pricing:

Starting at $15/month

Free plan: Not available

Premium: $29/month

Enterprise: Custom pricing

Best For: Small business owners seeking a simple and affordable document scanning and organization solution with receipt scanning capabilities.

Zoho Expense – Best for Businesses Using Zoho Ecosystem

Zoho Expense is a component of the Zoho suite, designed to streamline expense reporting and management. It particularly benefits businesses already utilizing other Zoho applications, as it offers tight integration and a unified user experience. Zoho Expense simplifies the process of submitting, approving, and reimbursing employee expenses.

Zoho Expense’s core strength lies in its seamless integration with other Zoho applications, such as Zoho Books and Zoho CRM. The platform offers features such as automated receipt scanning, expense categorization, and approval workflows. This allows businesses to streamline their expense management processes and improve efficiency. The platform is known for its user-friendly interface and robust mobile app, making it easy for employees to submit expenses on the go.

Beyond receipt scanning, Zoho Expense offers features such as corporate card reconciliation, travel booking, and budget management. These additional functionalities make it a versatile solution for businesses looking to consolidate their financial management processes within the Zoho ecosystem. Compared to solutions like Expensify, Zoho Expense provides a more integrated experience for businesses already using Zoho applications. While alternatives like Receipt Bank offer similar OCR capabilities, Zoho Expense’s integration with the Zoho suite is a key differentiator.

Key Features:

• Automated receipt scanning with OCR technology.
• Automated expense categorization and coding.
• Mobile app for on-the-go receipt capture and submission.
• Integration with Zoho Books, Zoho CRM, and other Zoho applications.
• Automated approval workflows for expense reports.

Pricing:

Starting at $3/user/month

Free plan: Available with limited features

Premium: $5/user/month

Enterprise: Custom pricing

Best For: Businesses already using the Zoho ecosystem seeking an integrated expense management solution with robust receipt scanning capabilities.

Veryfi – Best for Automation and Data Extraction

Veryfi is a receipt scanning and data extraction platform that focuses on automation and accuracy. It is designed for businesses that require precise and reliable data from their receipts and invoices. Veryfi emphasizes the use of artificial intelligence (AI) and machine learning (ML) to improve data extraction accuracy.

Veryfi’s core strength lies in its advanced OCR technology, which automatically extracts data from receipts and invoices with high precision. The platform offers features such as automated expense categorization, real-time data validation, and integration with accounting software. This allows businesses to automate their expense management processes and reduce errors. Veryfi’s focus on AI and ML sets it apart from other receipt scanning solutions.

In addition to receipt scanning, Veryfi offers tools for managing invoices, tracking mileage, and analyzing spending patterns. These features make it a comprehensive solution for businesses looking to automate their financial workflows. Compared to solutions like Expensify, Veryfi provides more advanced data extraction capabilities. While alternatives like Receipt Bank offer similar integration capabilities, Veryfi’s focus on AI and ML is a key differentiator.

Key Features:

• Advanced OCR technology with AI and ML.
• Automated data extraction from receipts and invoices.
• Automated expense categorization and coding.
• Real-time data validation.
• Integration with accounting software.

Pricing:

Starting at $9.99/month

Free plan: Available with limited features

Premium: $99.99/month

Enterprise: Custom pricing

Best For: Businesses requiring high accuracy and automation in their receipt scanning and data extraction processes.

Abukai Expenses – Best for Simplicity and Ease of Use

Abukai Expenses is a receipt scanning and expense reporting application designed for simplicity and ease of use. It’s a viable option for individuals and small businesses that need a straightforward solution for managing their expenses without complex features. The application focuses on providing a user-friendly experience for capturing, categorizing, and reporting expenses.

Abukai Expenses’ primary feature is its ability to scan receipts using a mobile app. The platform uses OCR technology to extract key data from receipts, and it allows users to create expense reports and submit them for approval. It also includes features for tracking mileage and managing per diem expenses.

Abukai Expenses offers a simple and intuitive interface, making it easy for users to get started. While it may lack some of the advanced features found in other expense management solutions, its focus on simplicity makes it a good choice for users who prioritize ease of use. It can be a good alternative for those who find Expensify or Receipt Bank overly complex.

Key Features:

• Mobile app for scanning receipts.
• OCR technology for extracting data from receipts.
• Expense report creation and submission.
• Mileage tracking.
• Per diem expense management.

Pricing:

Starting at $9.99/month

Free plan: Available with limited features

Premium: $12.99/month

Enterprise: Custom pricing

Best For: Individuals and small businesses seeking a simple and easy-to-use receipt scanning and expense reporting application.

Rydoo – Best for Larger Enterprises

Rydoo is an expense management platform designed for larger enterprises with complex expense policies and workflows. It offers a comprehensive solution for managing expenses, travel, and invoices. Rydoo focuses on providing visibility, control, and automation to help enterprises optimize their expense management processes.

Rydoo’s core strength lies in its ability to handle complex expense policies and approval workflows. The platform offers features such as automated receipt scanning, expense categorization, policy compliance checks, and integration with ERP systems. This allows enterprises to streamline their expense management processes and reduce costs. Rydoo is known for its robust reporting and analytics capabilities, providing enterprises with insights into their spending patterns.

In addition to expense management, Rydoo offers features for managing travel and invoices. These additional functionalities make it a versatile solution for enterprises looking to consolidate their financial management processes. Compared to solutions like Expensify, Rydoo provides more advanced features for managing complex expense policies. While alternatives like Receipt Bank offer similar OCR capabilities, Rydoo’s focus on enterprises with complex requirements is a key differentiator.

Key Features:

• Automated receipt scanning with OCR technology.
• Automated expense categorization and coding.
• Policy compliance checks and approval workflows.
• Integration with ERP systems.
• Robust reporting and analytics.

Pricing:

Starting at $8/user/month

Free plan: Not available

Premium: Custom pricing

Enterprise: Custom pricing

Best For: Larger enterprises with complex expense policies and workflows seeking a comprehensive expense management solution.

SAP Concur – Best for Global Enterprises

SAP Concur is a leading expense management platform designed for global enterprises. It offers a comprehensive solution for managing expenses, travel, and invoices, with a focus on compliance and control. SAP Concur is known for its ability to handle complex global regulations and policies.

SAP Concur’s core strength lies in its ability to manage expenses across multiple countries and currencies. The platform offers features such as automated receipt scanning, expense categorization, currency conversion, and compliance checks. This allows global enterprises to streamline their expense management processes and ensure compliance with local regulations. SAP Concur is known for its robust reporting and analytics capabilities, providing enterprises with insights into their global spending patterns.

In addition to expense management, SAP Concur offers features for managing travel and invoices. These additional functionalities make it a versatile solution for enterprises looking to consolidate their financial management processes. Compared to solutions like Expensify, SAP Concur provides more advanced features for managing global expenses. While alternatives like Rydoo offer similar capabilities, SAP Concur’s focus on global compliance and control is a key differentiator.

Key Features:

• Automated receipt scanning with OCR technology.
• Automated expense categorization and coding.
• Currency conversion and compliance checks.
• Integration with ERP systems.
• Robust reporting and analytics.

Pricing:

Starting at Custom pricing

Free plan: Not available

Premium: Custom pricing

Enterprise: Custom pricing

Best For: Global enterprises seeking a comprehensive expense management solution with a focus on compliance and control.

Google Lens – Best for Basic, Free Scanning

Google Lens is a free image recognition application developed by Google. While not specifically designed for receipt scanning, it offers basic OCR capabilities that can be used to extract data from receipts. Google Lens is a good option for users who need a simple and free solution for digitizing receipts.

Google Lens’ primary feature is its ability to recognize objects and text in images. Users can point their smartphone camera at a receipt, and Google Lens will identify the text and allow them to copy it. This can be useful for extracting key data from receipts, such as the vendor name, date, and amount. Google Lens also integrates with other Google applications, such as Google Translate and Google Search.

While Google Lens lacks the advanced features of dedicated receipt scanning applications, its simplicity and free cost make it a good option for users who only need basic receipt scanning capabilities. It’s a viable alternative for individuals or small businesses that do not require automated expense categorization or integration with accounting software.

Key Features:

• Image recognition and text extraction.
• Integration with Google Translate and Google Search.
• Free to use.

Pricing:

Free

Best For: Users needing a basic, free receipt scanning solution.

Receipt Scanning Software Comparison

Here’s a side-by-side comparison of the top solutions.

How to Choose the Right Receipt Scanning Software

Selecting the appropriate receipt scanning software requires careful consideration of your specific business needs and priorities.

Assess Your Specific Needs: Determine the size of your business, the volume of receipts you process monthly, and the complexity of your expense policies.

Evaluate Integration Requirements: Ensure the software integrates seamlessly with your existing accounting software, ERP system, and other business applications.

Consider User Experience: Choose a software with a user-friendly interface and a mobile app that is easy for employees to use on the go.

Check Scalability Options: Select a software that can scale with your business as it grows, offering flexible pricing plans and additional features as needed.

Review Pricing Models: Compare the pricing models of different software options, considering factors such as per-user fees, monthly subscriptions, and transaction limits.

Test with Free Trials: Take advantage of free trials or demos to test the software’s features and usability before making a purchase.

Read Reviews & Case Studies: Research online reviews and case studies to learn about the experiences of other businesses using the software.

Receipt Scanning Software Best Practices

To maximize the benefits of receipt scanning software, follow these best practices.

Start with Clear Requirements: Define your specific needs and goals for receipt scanning software before evaluating different options.

Involve Key Stakeholders Early: Involve employees, accountants, and other key stakeholders in the selection and implementation process.

Plan for Proper Training: Provide adequate training to employees on how to use the software effectively.

Monitor Adoption Metrics: Track key metrics such as the number of receipts scanned, the time saved, and the accuracy of data extraction.

Leverage Automation Features: Utilize automation features such as automated expense categorization and approval workflows to streamline your expense management processes.

Maintain Data Quality: Regularly review and verify the accuracy of data extracted from receipts.

Schedule Regular Reviews: Periodically review your receipt scanning software and processes to ensure they are meeting your needs and goals.

Finding Your Perfect Solution

Choosing the right receipt scanning software is a decision that can significantly streamline your financial processes. While tools like Veryfi stand out for their data extraction prowess, and Expensify offers a comprehensive expense management solution, the best choice depends on your specific needs. By carefully evaluating the features, pricing, and integration capabilities of different options, you can find a platform that improves efficiency, reduces errors, and provides better visibility into your spending.

Frequently Asked Questions

What is receipt scanning software?

Receipt scanning software is a tool that uses optical character recognition (OCR) technology to extract data from receipts, such as vendor name, date, amount, and payment method. This data can then be used for expense tracking, reporting, and tax preparation.

How does receipt scanning software work?

Receipt scanning software typically uses a mobile app or a desktop scanner to capture an image of a receipt. The software then uses OCR technology to analyze the image and extract the relevant data. This data is then stored in a digital format and can be used for various purposes.

Is receipt scanning software secure?

Most receipt scanning software providers use encryption and other security measures to protect user data. However, it’s important to choose a reputable provider with a strong track record of security.

Can I use receipt scanning software for tax purposes?

Yes, receipt scanning software can be used to create digital records of your expenses, which can be used for tax preparation. However, it’s important to check with your tax advisor to ensure that the software meets the requirements of your local tax authority.

What are the benefits of using receipt scanning software?

The benefits of using receipt scanning software include improved accuracy, increased efficiency, enhanced expense visibility, simplified tax compliance, and faster reimbursements. These advantages can lead to better financial management and decision-making.