How to Organize Receipts Into Digital Files

Software and Apps that Help Manage Your Receipts

If the print on your paper receipts is fading or you're tired of keeping up with the flurry of slips of paper stuffed into shoeboxes or file folders, it's time to enter the digital age. Storing and finding all of your receipts, as well as organizing them into expense reports, is much easier if you turn paper into digital files.

Another advantage of going digital is that you can easily find receipt documentation when you need it by conducting a search based on keywords you recognize such as groceries, hotels, gas, car maintenance and so on.

Whether you want to store receipts in the cloud, use a mobile app or scan-and-store your receipts, any one of the following options will help you get expense reports done faster, document tax-deductible expenses, keep insurance records or manage receipts for any reason. (It's worth noting that the online and mobile app options generally use bank-level security.)

Cloud Services to Organize Receipts Online

Woman calculating receipts at home
Credit: Tooga/Taxi/Getty Images

You can organize, store and access receipts in the cloud using an online service as long as you have an internet connection.

Here are our picks for online apps that organize receipts enabling you to create expense reports quickly, when and where you need them. These applications offer a variety of ways to capture your receipts, including email, SMS texting, your smartphone's camera and others. Some of these applications have built-in expense reporting tools and options for exporting to software such as Quicken, Quickbooks, Freshbooks or Excel.

Mobile Apps to Organize Receipts and Expense Reports

Because of the constant improvements in mobile technology (including cameras on iPhones, tablets, and Android mobile devices), using a mobile app to get receipts organized and expense reports done is far more convenient than using a desktop or online software. 

Mobile apps can store expense report data in the cloud, saving space on your mobile device and some work with an online app. Some offer fully automated processing by importing details directly from credit cards or mobile phone scans and can generate detailed expense reports including cost categorization, date, vendor and other relevant information. The best news is it's all filled in for you. Here are four receipt organizing mobile apps that we like.

Receipt Scanning Software

If you have tons of receipts to organize to get reimbursed for expenses, document tax-related expenses or back up insurance claims and you need a fast way to complete expense reports, there are some good desktop software options for Mac and Windows that can be used with your current scanner. There are also small mobile scanners that you can purchase for your time away from the office. First, start up the software and run receipts through the scanner that's powered by a USB connection to your computer. Data is pulled from the receipt into the software, and a copy of the receipt is saved. Most of the time you don't even have to enter or correct any of the information.

If this sounds like the solution for you, check out five scanner and software bundles for managing receipts and expense reports.