Are you tired of collecting and arranging physical receipts? Documentation is a tiring office work that companies need to keep every financial transaction in check.
Well, you might be interested in getting a receipt scanner. Whether it’s for work or your personal tax recordkeeping, this device will digitize all your financial documents. This saves you storage space and makes it easier to find all the receipts.
If you want to know more about this handy device so you can get one yourself, check out our comprehensive guide on the best receipt scanners.
Vupoint ST470 Magic Wand Portable Scanner
The first receipt scanner on our list is one of the most popular choices out there. The Vupoint ST470 has been widely praised for its many features.
Well, office workers will appreciate how this device can scan in black and white. You can save the scanned documents as JPEG images. But if you want to search text in the documents fast, you can save them in the PDF format.
This scanner comes with Optical Character Recognition (OCR) software. You no longer have to buy a separate program if you want to search for and edit the text in the scanned receipts. Also, who doesn’t love free stuff? The Vupoint ST470 includes a free 8GB SD card that you can expand up to 32GB.
The scanning performance is commendable. It’s docked up with features like the speed sensor for scanning, improving the quality of the scan Plus, the auto-feed technology makes your work quick and easy, resulting in quality digitized copies of receipts.
Pros
- Includes a minimalist yet durable protective KRATE case
- You can pick among four scan resolution options to prioritize speed or quality
- Comes with a free 8GB SD Card
- Preview feature for verifying the scan quality
- Offers a 90-day manufacturer’s warranty
Cons
- It’s not easy to use the SD card slot due to how small it is
- User manual could have been more detailed about troubleshooting issues
Overall
The Vupoint ST470 is indeed a remarkable receipt scanner. You can scan any document and it will take only a couple of seconds. Likewise, the preview feature prevents any blurry and useless copies. The carrying case and scanner itself boast of a modern design. This device is a great example of quality in both form and function that you shouldn’t take for granted.
BrotherDS-620 Mobile Color Page Scanner
If the Vupoint ST470 sports a black design, this receipt scanner from Brother goes for white with a touch of black. The device is sleek with a length of just 11.5 inches, shorter than a ruler.
This is a compact scanner weighs only half a kilogram. You can store this device in your briefcase instead of buying a separate bag. Similar to the first scanner, the Brother DS-620 can reproduce documents in color and in black and white.
The quality is fantastic since it has both optical and interpolated scanning options. The former provides 600 dpi copies while the latter gives 1200 dpi files. “DPI” means “dots per inch” and it’s used to assess the quality of printing and scanning devices. A higher number translates to a better quality.
Furthermore, the device can scan a maximum of eight pages per minute. The resolution looks great. All the numbers and letters are easy to see, a good sign since mistakes in financial documents can be disastrous.
Pros
- Can be used with Brother’s BR-Receipts software specifically made for scanning and exporting receipts
- Works with devices using Linux, Windows and the MacOS
- Does not have any issues with scanning 8.5” x 32” documents
- The software is not limited to an OCR as it also has programs for both desktop document and business card management
- Comes with a one-year limited warranty
Cons
- No automatic-feeding feature for faster page loading
- Software includes various options that don’t really improve the scanning performance
Overall
The Brother DS-620 excels in convenience with its light and compact design. Even if your receipts come in different shapes and sizes, the included carrier sheet makes them all compatible for scanning. Plus, the quality of the digital documents remains just as clear as those of bigger scanners. So if you’re on the lookout for a receipt scanner that you can take pretty much anywhere, get this.
Here’s a receipt scanner that can go head-to-head with the Brother DS-620 in terms of portability. The Doxie Go SE weighs just 1.18 pounds and it uses the same black-and-white design. There’s no question that this fits in your office bag.
Like the first two scanners, the Doxie GO offers a resolution of 600 dpi. You can scan a colored receipt in more or less eight seconds. It’s not blazing fast, but startups and small businesses will do well with this.
This small device has a capacity of around 4,000 pages. The portable scanner will sync all the scanned documents so you can delete them after and have space for more.
What the Doxie GO SE doesn’t share with the previous models, however, is the capacity to provide 1200 dpi pages. Still, it has an auto-adjust feature that instantly implements the right contrast to the pages. This feature will also crop and straighten the pages automatically.
The rechargeable battery means you can scan receipts wherever you are. You don’t have to be in the office or anywhere near a laptop to digitally archive documents. The Doxie GO SE scanner can handle several hundreds of receipts with a fully-charged battery.
Pros
- Auto Adjust feature to effortlessly improve scans
- Has the Doxie app to help you sync the scanned pages and send them to other apps including Dropbox and Evernote
- Works with both PCs and Mac devices
- Uses the ABBYY OCR technology for text recognition and exporting the scans as PDF files
- Scans can be saved not only as JPEG and PDF files but also as PNG images
Cons
- Setting up the Wi-Fi connection can take some time even if you read the user manual
- The scanner occasionally doesn’t detect very thin paper receipts
Overall
The Doxie GO SE Portable Scanner lives up to its name. It is light and doesn’t require a lot of storage space. It’s got enough digital storage and battery charge that you can scan financial documents when you’re on the go. And if you’ve got an internet connection, you can have the copies sent straight to your boss via email or save it on your iCloud or Dropbox account. Never again will you lose your valuable receipts with this handy receipt scanner.
Fujitsu ScanSnap iX500 Desk Scanner
Compared to the first three receipt scanners, this one offers a stark contrast in form. The Fujitsu ScanScap iX500 isn’t a sleek, rectangular device. This is primarily due to its designation as a desk scanner.
One advantage the Fujitsu scanner has is its duplex scanning capability so that it can scan the front and back of a sheet of paper at the same time. No longer would you have to scan one side then flip the paper and put it back on the scanner for the other side, effectively cutting down the process by half.
And if you’ve got loads of receipts to scan, you can place 50 of them at a time. The automatic document feed (ADF) feature will handle them all. This Fujitsu scanner works so fast that it can scan 50 double-sided pages in two minutes.
Pros
- Scans documents in monochrome, color, and grayscale
- Has a dedicated software application for scanning receipts called ScanSnap Receipt
- Provides automatic color detection, rotation, and removal of blank pages
- You can integrate the software with cloud-based services such as Google Drive and Dropbox
Cons
- The scanned pages aren’t always straight as they lean a bit to the right or to the left
- It works great on MacOS devices but it’s not as flawless when used in Windows computers
Overall
This is one of the best desk scanners you’ll ever find on the market. Few scanners compatible with both MacOS and Windows devices can match the speed of this device. You’ll save a lot of time at work since the machine itself checks the scan quality for you. Thus, the Fujitsu ScanSnap iX500 is a powerful receipt scanner that will make light work of company documents no matter the amount.
Xerox DocuMate 3220 Scanner
Finally, the DocuMate 3220 Scanner works best for scanning financial documents in black and white.
Using the simplex function, you can scan 23 pages per minute at 200 dpi. With the duplex function, you can have 46 impressions per minute (ipm). We use ‘impressions’ instead of ‘pages’ here because it scans both sides of the page at the same time.
The 200 dpi resolution is just a third of the usual 600 dpi, but it’s good enough if you’re scanning regular bulk documents. You can also pick the 300 dpi setting, but the speed will be lowered to 30 ipm.
Furthermore, the DocuMate 3220 Scanner has a remarkable ADF feature. Instead of just 50 sheets, you can place 65 pieces of paper at a time. A single press of a button converts all the scanned receipt to PDF files.
Pros
- Acuity software improves the scan quality
- Visioneer OneTouch feature allows you to scan and send a document to any device or program with a single press
- Compatible with both PCs and Mac devices
- All software programs included are full versions, not lite or trial versions
Cons
- Scanned receipts cannot be saved as JPEG images
- Some of the included applications are no longer compatible with the latest operating systems
Overall
You don’t have to be familiar with receipt scanners to get the hang out of this device. The front panel buttons are easy to use. It delivers on fast-paced scanning whether in color or black and white. And once you’re done scanning, the OneTouch feature ensures your digital receipts are sent to your preferred device or app with a single press. As a product of one of the world’s most prominent IT corporations, the Xerox DocuMate 3220 Scanner truly does wonders for document digitization.
What a Receipt Scanner Is
If you’re unsure whether you need this device or not, let us clear things up for you. A receipt scanner is a specific form of a document scanner. Some models sport a compact size for added portability and ease of use.
We all know how important documentation is. People need to keep note of their receipts for tax purposes — especially if you’re hoping to tax deductions. Furthermore, it’s comprised of both hardware and software. The machine refers to the former while the program itself that scans the receipts is the latter.
Do remember that the right receipt scanner depends on the purpose — personal recordkeeping is significantly different in scale compared to company documentation.
Advantages of Using a Receipt Scanner
Should people invest in digital documentation using scanners? The answer is a resounding yes.
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Efficiency
Work requires efficiency. If people and machines work fast, the company saves on time and other valuable resources.
A receipt scanner significantly reduces the time it takes to organize your financial documents. Once they’ve been scanned, you know that they’re already just a search away.
All you have to do is get your tablet or open the office laptop if a client wants to inquire about their tax information or payment details. You no longer have to go through a filing cabinet and locate the correct folder among dozens of others.
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Improved Security
Making things digital also has its own set of security risks, but it is far safer than sticking to the traditional way of keeping only physical documents.
Even if the company storage room suffers from severe flooding or even a fire outbreak, you’ll be assured that all the essential financial documents are safe in the digital sphere.
Also, you won’t easily lose any of the files. It’s more difficult to accidentally misplace the receipts if they’re all stored in a secure program. Any ill-intentioned employees or third-party individuals can’t just steal company documents with ease.
If anyone wants to hack any sensitive company information, they’d have to find hardware with the particular record-keeping software. Plus, you can set a strong password that prevents hackers from accessing the documents. You can even create multiple backup copies after digitizing all the receipts with the scanner.
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Sustainability
Furthermore, we can all contribute to a better environment. People and businesses alike can practice more sustainable ways of working.
When we go paperless, we no longer spend as much on buying huge amounts of paper. This also discourages paper manufacturers from cutting down as many trees as before.
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Better Reputation
Aforementioned benefits such as work efficiency, digital security, and sustainability all contribute to improving the company image. No entity wants their customers to develop negative feedbacks because of slow services. After all, competition is tough between businesses.
A paperless or digital type of documentation will make clients have a better impression of the brand.
If they have a request and you complete them in an instant, they’d likely recommend the business to other people.
This outcome is much better than having irritated customers form long lines as they look at office workers frantically moving from one place to another to gather physical documents.
Factors to Consider in Buying a Receipt Scanner
Before you invest, it’s best to understand the many factors that will help you pick the right model.
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Export Feature
A common receipt scanner can indeed digitize financial documents, but they will only be stored as image files. This makes it harder to find specific terms and numbers in the scanned receipts.
Thus, we highly recommend getting models that allow exporting to a variety of file formats such as PDF and (most especially) Excel.
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Scanning Efficiency and Quality
If your company has a ton of files to organize, an investment in quick-scanning receipt scanners is a must. After all, the point of acquiring these devices is to speed up the record-keeping tasks.
Likewise, clarity is just as important. The digitized receipts must be excellent in quality. If the receipt scanner only creates muddled copies, it isn’t a good model — you can’t search through the digital documents if the software can’t detect the characters.
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Updated Software
A receipt scanner contains software that serves as the first channel through which you can view and organize the digitized receipts. The best scanners have applications with a good user interface. This is necessary because not all users are tech-savvy in the first place.
In addition, the software should have constant updates. Without any updates, the software cannot become more efficient. These aren’t exactly cheap, so both its physical and digital aspects should stay reliable for the long run.
Conclusion
And there you have it! That’s our detailed guide on the best receipt scanners in the market. We hope that you’ve realized the importance of this device, especially since we’re living in the digital age.
Likewise, don’t forget to identify your documentation needs before buying. These will help you pick between portable receipt scanners or the bigger and more powerful models.