A receipt scanner for employees turns the receipts your team submits into one clean expense record. Staff snap photos, forward emailed receipts, or upload PDFs, and AI extracts the vendor, date, sales tax, line items, and total from every receipt, exporting a categorized Excel or CSV file you can reimburse against and post to your books.
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When several people spend on behalf of the business, the receipts come in every format and at every hour: a blurry photo texted from a job site, a PDF forwarded from a hotel, a crumpled slip handed over at month end. Turning that into a reimbursement run and a set of books is the part that eats an afternoon.
Someone reads each receipt and types the vendor, date, amount, and category into a spreadsheet or expense form. Multiply that by a team and a month, and it is a recurring afternoon of data entry.
To reimburse employees tax-free under an accountable plan, you need a receipt-backed record of the business purpose, amount, and date for each expense. Loose photos do not add up to that on their own.
Full expense platforms charge per user per month and bundle in approval chains and cards you may not need. A small team that just needs receipts turned into data ends up paying for a workflow engine.
Thermal receipts fade, and phone photos catch glare and creases. By reimbursement time, the number a manager needs to approve is half unreadable.
ReceiptOCR is the capture layer for employee expenses. Collect the receipts your team submits, run them through one upload, and get a categorized record you can reimburse against and hand to your bookkeeper, without paying per seat.
Gather a month of submissions from everyone and read them in a single batch. The AI returns one spreadsheet with every receipt as a row.
Each receipt is assigned an expense category as it is read, so the export lines up with the accounts you post to rather than needing a second sort.
Itemized lines and separated sales tax come back in their own fields, so a mixed business-and-personal store run can be split honestly before you reimburse it.
Keep the receipt image with the extracted amount, date, and purpose, so tax-free reimbursements have the substantiation the IRS expects.
Download an Excel or CSV file, total it by employee or project, and use it to cut reimbursements and post the expense in one step.
Cost tracks the receipts you process, not the number of people on the team, so adding a seasonal hire does not raise the bill.
From scattered submissions to a reimbursement run, without retyping a single receipt.
Have the team photograph paper receipts and save emailed ones, then gather them into one folder for the period.
Tip: Ask staff to capture thermal receipts the day they get them. Gas, parking, and hardware slips fade fastest, and a legible image reimburses cleanly.
Upload the folder. The AI reads vendor, date, line items, sales tax, and total from every receipt and assigns an expense category.
Download the Excel or CSV file, total it by employee, cut the reimbursements, and post the expenses to your accounting software.
Built for US small businesses, office managers, and bookkeepers who reimburse staff for out-of-pocket spending and need it turned into clean records.
Turn a month of team submissions into one reimbursement run without chasing people to retype their own receipts.
Take a client's pile of employee receipts and return a categorized, itemized file ready to post and reconcile.
Capture job-site purchases, fuel, and materials receipts from crews and bring them back as costed rows per job.
Reimburse staff correctly under an accountable plan without paying per-seat for a full expense platform.
Have employees capture each receipt when they get it, collect the submissions into one folder for the period, and extract them in a single batch instead of retyping each one. Capture is the habit that fails when it takes effort, so keep it to a photo or a forwarded email. Extraction is where the time is saved: a month of team receipts becomes one categorized spreadsheet you can reimburse against and post, rather than a form filled in line by line.
Under an accountable plan, reimbursements are tax-free to the employee and deductible to the business when three conditions are met: the expense has a business connection, the employee substantiates it with records showing amount, date, place, and purpose, and any excess advance is returned within a reasonable time. A receipt is the cleanest substantiation, so keeping the image with the extracted amount and purpose is what makes the reimbursement defensible. Our guide to the accountable plan for expense reimbursement covers the rules in full.
Yes, for most expenses. To reimburse an employee tax-free, you need a receipt-backed record of what was bought, when, and why. There is a narrow exception for expenses under 75 dollars other than lodging, but a receipt for everything is the safer standard, and it is what an accountable plan expects. Keeping a scanned copy means a faded slip is still readable when it matters. See whether you can deduct expenses without a receipt for where the exceptions apply.
Extract the receipts into a spreadsheet, then group the rows by employee, project, or category and total them. Because each row already carries the vendor, date, category, and amount, the report is a filter and a sum rather than a retype. Export the totals to reimburse staff and post the expense in one step. Our guide to creating expense reports from receipts walks through the layout, and the expense report software page covers the reporting side.
Usually not, if what you need is receipts turned into data. Per-user platforms bundle approval routing, corporate cards, and policy engines, and they charge every month for every login. A small team that reimburses out-of-pocket spending a few times a month gets more value from a scanner that reads the receipts and exports a file, paired with a simple expense tracker or your existing accounting software. You can always move up to a full platform when approval workflows actually become the bottleneck.
Have staff photograph paper receipts and forward emailed ones into a shared folder for the period, then upload the whole folder at once. The AI reads every receipt and returns one categorized spreadsheet, so you never retype a submission or chase people to fill in a form.
For most expenses, yes. Tax-free reimbursement under an accountable plan needs a receipt-backed record of the amount, date, place, and business purpose. There is a narrow exception for non-lodging expenses under 75 dollars, but keeping a receipt for everything is the safer standard.
An accountable plan is an arrangement where employee reimbursements are tax-free and deductible because the expense has a business connection, the employee substantiates it with records, and any excess advance is returned in a reasonable time. Receipt-backed records are what keep reimbursements out of taxable wages.
Yes. Gather a month of submissions from the whole team and upload the folder in one pass. The AI reads them in parallel and returns a single spreadsheet, so a team's worth of receipts is one batch rather than dozens of separate entries.
It replaces the data-entry part. If you mainly need receipts turned into a reimbursement-ready file, a scanner plus your accounting software is enough and far cheaper than per-seat pricing. A full platform earns its cost once you need approval routing and corporate cards.
Yes. The export includes vendor, date, category, and amount for every receipt, so you can filter or group the rows by employee, client, or project in Excel and total each one for reimbursement or job costing.
Receipts are encrypted in transit with bank-grade TLS, processed in the US, deleted after processing, and never sold, shared, or used to train models. You keep the exported spreadsheet; we do not retain your team's receipts.
Turn receipts into expense reports your team can file.
Track 1099 and business expenses without a per-seat app.
Track company spend and export it to your ledger.
Read receipts and categorize spend for the business.
Run client receipt batches and export clean books.
Process a large stack of receipts in one upload.
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