The Expense Report Challenge
Every employee knows this pain:
- Crumpled receipts in wallet or bag
- Missing receipts for legitimate expenses
- Manual entry into expense software
- Delayed reimbursements
- Rejected reports for unclear receipts
Receipt scanning streamlines this entire process.
What You'll Need
- Your receipts (paper and digital)
- Receipt scanner (we'll use QuickReceipt)
- Your company's expense reporting system
Step-by-Step Guide
Step 1: Collect Receipts Immediately
Best practice: scan receipts daily or as received
- Don't let them pile up
- Thermal paper fades fast
- Fresh memory helps verify details
Step 2: Photograph or Upload
Paper receipts:
- Lay flat in good lighting
- Capture entire receipt
- Ensure text is sharp
Email receipts:
- Screenshot or download PDF
- Save relevant confirmation page
- Include all itemized charges
Step 3: Scan with QuickReceipt
- Go to quickreceipt.app
- Upload receipt image
- Verify extracted data:
- Vendor name
- Date
- Amount
- Items (if itemized)
Step 4: Export and Submit
- Download data in your preferred format
- Copy to expense report
- Attach original image as backup
- Submit per company policy
Organizing Expenses by Category
Common Expense Categories
Travel:
- Airfare
- Hotels
- Ground transportation
- Parking
Meals:
- Business meals with clients
- Team meals
- Per diem documentation
Supplies:
- Office supplies
- Equipment
- Software subscriptions
Other:
- Conference fees
- Professional development
- Client gifts (within policy)
Per-Trip Organization
Create folders by trip or project:
/Expenses_2025
/Q1_Client_NYC
/Receipts
/Expense_Report
/Q1_Conference_Vegas
...Meeting Company Requirements
What Companies Usually Need
- Clear image of receipt
- Date visible
- Vendor name
- Total amount
- Payment method (if reimbursing cash expenses)
Documentation Standards
- Original receipt (not statement)
- Itemization for meals over threshold
- Business purpose noted
- Attendees for meals (if required)
Tips for Faster Approval
- Scan clearly - Blurry receipts cause delays
- Include business purpose - Pre-empt questions
- Match credit card - Bank statements align with receipts
- Note missing receipts - Explain, don't hide
- Submit promptly - Fresh expenses are easier to verify
Handling Special Cases
Lost Receipts
- Check for email confirmation
- Get duplicate from vendor
- Document with credit card statement
- Note as "receipt unavailable" with explanation
Foreign Currency
- Note original amount
- Include exchange rate
- Convert to reporting currency
- Keep conversion documentation
Split Bills
- Note which portion is yours
- Highlight your items
- Explain in comments
Common Issues
Problem: Receipt faded and unreadable
Solution: Scan immediately in future. Try enhancing contrast. May need vendor duplicate.
Problem: Data extraction wrong on amount
Solution: Always verify before submitting. Manual correction is quick.
Problem: Expense rejected despite receipt
Solution: Check company policy. May need additional documentation or business purpose.
Building Good Habits
Daily
- Photograph any receipts received
- Save email confirmations immediately
Weekly
- Process accumulated receipts
- Organize by category
- Draft expense report
Monthly
- Submit expense report
- Reconcile against credit card statement
- Archive processed receipts
Conclusion
Receipt scanning transforms expense reporting from a dreaded chore to a quick process. Capturing data automatically means faster submission, fewer errors, and quicker reimbursement.
The key is scanning promptly and organizing consistently - both made easier with proper tools.