I’ve tested the best receipt scanning software to find practical, affordable options. If you need a free plan, Zoho Expense is a great place to start. For more advanced features, I recommend Shoeboxed or QuickBooks Online, depending on your business needs.
FreshBooks
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Medium (250-999 Employees), Large (1,000-4,999 Employees), Enterprise (5,000+ Employees)
Medium, Large, Enterprise
Acumatica Cloud ERP
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Any Company Size
Any Company Size
Features
Accounts Receivable/Payable, API, Departmental Accounting, and more
Quicken Business & Personal
Employees per Company Size
Micro (0-49), Small (50-249), Medium (250-999), Large (1,000-4,999), Enterprise (5,000+)
Micro (0-49 Employees)
Micro
Features
Accounts Receivable/Payable, Invoicing / Billing, Mobile Capabilities, and more
So let’s get into some of the best receipt scanning software of the year.
Top receipt scanner apps
Each software title offers something a little different. Let’s break down the features of each competitor.
| Starting price | Free trial | Automatic receipt scanning | |
|---|---|---|---|
| Zoho Expense | $0/mo. (3 users max) | 14 days | |
| FreshBooks | $21/mo. | 30 days | |
| Wave Accounting | $0/mo. | N/A | Yes (not included with free plan) |
| Expensify | $0/mo. | N/A | Yes, limited to 25 scans/mo. for free |
| ShoeBoxed | $29/mo | 30 days | Yes, plan limits range from 25 to 300 scans/mo. |
| QuickBooks | $35/mo. | 30 days |
Zoho Expense: Best overall receipt scanning software
I recommend Zoho Expense as a powerful expense tracking solution that grows alongside your business. Its pay-per-user pricing makes scaling simple — every team member gets their own account to scan receipts, attach them to reports, and request reimbursements easily through the mobile app. What really stands out to me is the combination of advanced features like customizable approval workflows, travel request management, and per diem automation, giving you far more than basic receipt storage.
Plus, thanks to its intuitive design and strong integrations with the broader Zoho suite, it’s easy to adopt without feeling overwhelmed or overspending. Since Zoho Expense is a dedicated expense tracker, you might want to check accounting software with expense tracking features for a full accounting solution — I recommend looking at FreshBooks and QuickBooks Online.
Pricing
Zoho Expense keeps it simple when it comes to pricing. Here are the software’s four plans:
- Free: $0 per user per month, max of three users
- Standard: $5 per user per month, minimum of three users
- Premium: $9 per user per month, minimum of three users
- Custom: For companies with more than 100 users
Features
- Cloud-based access for managing expenses anytime, anywhere
- A mobile app that lets you snap receipts, submit reports, and track reimbursements
- Smart receipt scanning that pulls key details automatically
- Advanced reporting tools built for deep dives into spending, budgets, and team expenses
- Built-in Zoho integrations that sync your expenses with accounting, CRM, and project management tools
| Pros | Cons |
|---|---|
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Learn more in our Zoho Expense review.
FreshBooks: Best for freelancers
FreshBooks is my top choice for service-based businesses that want hands-on control over their accounting. I love how it brings project accounting, time tracking, billing, and client invoicing together into one easy-to-use platform. Its intuitive interface makes it a strong fit for freelancers and small business owners who don’t have a formal accounting background.
FreshBooks also includes a mobile receipt scanner, letting you quickly capture daily expenses from anywhere — a huge plus if you’re working remotely or in coworking spaces. While FreshBooks is a strong pick, it can get costly to add another user. If you need a more affordable option, I recommend Wave, which includes built-in expense tracking and supports unlimited users for just $16 per month with Wave Pro.
Pricing
- Lite: $21
- Plus: $38
- Premium: $65
- Select: Custom
All plans come with one user.
Features
- Built-in time tracking to log billable hours and streamline client invoicing
- Automatic mileage calculations for easier expense reporting on business travel
- Integrations with popular payment processors to accept credit cards and get paid faster
- Automated invoicing that handles recurring payments and reduces manual work
| Pros | Cons |
|---|---|
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Learn more in our FreshBooks review.
Wave Accounting: Best cheap receipt scanner
Wave is my go-to pick for small businesses and home-based entrepreneurs who need a solid accounting and invoicing solution without a big price tag. Its free plan covers the basics, and its OCR-powered receipt scanning makes expense tracking a breeze for simple operations. If you’re serious about growing, I recommend upgrading to Wave Pro — for just $8 more than the Starter plan, you unlock unlimited users, bank connections, and full receipt scanning without limits.
It’s a fantastic value for basic needs. That said, if you need more advanced accounting features like inventory tracking or cost of goods sold management, I’d steer you toward QuickBooks Online instead — it’s a much fuller solution for expanding businesses.
Pricing
- Starter: Free for one user
- Pro: $16 for unlimited users and unlimited receipt scans
Features:
- Cloud-based access
- Unlimited receipt scanning
- Access to other Wave titles
- Accountants available for support
| Pros | Cons |
|---|---|
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Learn more in our Wave Accounting review.
Expensify: Best for beginners
Expensify is a receipt scanner I often recommend for self-employed professionals who want more than just basic capture. It stands out with unlimited prepaid business cards and automatic receipt scanning, making expense tracking seamless for freelancers and solo entrepreneurs. I especially like how beginner-friendly the app is — you don’t need an accounting background to pull in data, generate reports, or connect with apps like Uber, Lyft, Delta, and Kayak.
That said, the free version limits the number of scans per month, which could be a dealbreaker if you handle a high volume of receipts. If you’re looking for a more dedicated receipt scanning tool with broader scanning allowances, I’d take a closer look at Zoho Expense.
Pricing
- Collect: $5 per member per month
- Control: $9 per member, per month
Features:
- A clean, intuitive interface that’s easy to navigate, even for first-timers
- Intuitive design that keeps things simple for non-accountants
- Generous free features that make it budget-friendly for freelancers and small teams
- Corporate cards for managing expenses
| Pros | Cons |
|---|---|
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Shoeboxed: Best physical receipt organizer
Shoeboxed is the only receipt scanner I’ve tested that actually lets you mail in a pile of paper receipts and have someone else do the scanning for you. That “Magic Envelope” feature is a huge time-saver for small teams drowning in paper, especially if you don’t have the time or staff to scan things yourself. It’s ideal for businesses with fewer than 10 employees, and the assisted scanning truly lightens the load for solo bookkeepers.
While Shoeboxed is great for handling physical receipts, it’s not built to scale. If your company is growing or has the resources to manage scanning in-house, I’d recommend Zoho Expense instead — it’s a better long-term solution with more control.
Pricing
- Startup: $29 for 50 digital documents, 25 paper documents, and one magic envelope
- Professional: $59 for 150 digital documents, 150 paper documents, and unlimited magic envelopes
- Business: $89 for 300 digital documents, 300 paper documents, and unlimited magic envelopes
Features:
- Full-service receipt scanner that lets you mail in paper receipts to be digitized for you.
- A range of plans that scale based on how many receipts you need scanned each month.
- Unlimited cloud storage to archive and access your scanned receipts anytime.
- Direct QuickBooks integration that syncs expense data straight into your books.
| Pros | Cons |
|---|---|
|
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QuickBooks Online: Best for growing and larger businesses
QuickBooks Online is my go-to recommendation when receipt scanning is just one part of a larger accounting workflow. Its receipt capture tool is built right into the platform, so scanned expenses flow directly into your books without extra apps or exports. That said, QuickBooks can feel overwhelming if you’re only looking for a scanner.
If you already have accounting software in place, it doesn’t make sense to switch just for this one feature. In that case, I’d suggest going with a dedicated receipt scanner like Zoho Expense, Shoeboxed, or Expensify instead.
Pricing
- Simple Start: $35 for one user
- Essentials: $65 for up to three users
- Plus: $99 for up to five users
- Advanced: $235 for up to 25 users
Features:
- Basic bookkeeping to complex financial management
- Direct connection to other Intuit tools like TurboTax, QuickBooks Payroll, and Mailchimp for seamless operations
- Automatic receipt scanner that pushes expenses straight into your books — no extra apps needed
| Pros | Cons |
|---|---|
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Learn more with our QuickBooks Online review.
Key features of receipt scanning software
When choosing receipt scanning software, there are a few key features to consider.
Cloud-based vs desktop
Cloud-based tools offer more flexibility — you can access them from any device with an internet connection, making them ideal for remote teams or business travel. Desktop software, while less convenient, gives you more control over data security and works offline, which is handy when traveling without Wi-Fi. Just note that sharing data with others is harder with desktop options.
Mobile app
A strong mobile app is a must if you’re frequently on the move. Many platforms let you snap receipts, categorize expenses, and track reports right from your phone — perfect for business owners and employees who travel often.
Automatic receipt scanning
Look for tools with optical character recognition (OCR), which automatically pulls key details like vendor name, amount, and date from your receipts. This cuts down on manual entry and reduces the chance of errors.
Expense categorization
Some platforms sort expenses into categories like travel, meals, or office supplies. This helps you understand where your money’s going and makes tax prep much easier.
Expense reporting
Good software should let you generate and export expense reports quickly — especially useful when you need to submit them to a manager, bookkeeper, or accountant without manually compiling every month.
Integration with accounting software
Many receipt scanners integrate directly with accounting platforms like QuickBooks Online or Xero. These connections allow your scanned receipts to sync automatically, so you don’t have to input the same info twice.
Methodology
To build this guide, we carefully evaluated each platform’s features, pricing, and limitations. We tested several tools firsthand and analyzed user reviews to understand real-world performance. Special attention was given to each platform’s receipt scanning functionality — including ease of use, OCR accuracy, and how well the software integrates with popular accounting systems.
How do I choose the best receipt scanner for my business?
Choosing the right receipt scanning software starts with a clear understanding of your business needs. Here are the key factors to evaluate:
1. Scan volume requirements
Estimate how many receipts you handle on a weekly or monthly basis. Some platforms limit the number of scans you can process, while others offer unlimited scanning. If you deal with large volumes — especially paper receipts — prioritize solutions that don’t restrict your usage or charge per scan.
2. Budget and long-term value
Set a realistic budget based on both your current needs and expected growth. While some tools offer basic features at no cost, others require a monthly fee to unlock advanced capabilities. Weigh short-term affordability against the long-term value of features like multi-user support, reporting, and automation.
3. Automation capabilities
Look for software that uses optical character recognition (OCR) to extract key data from receipts automatically. This feature reduces manual entry, minimizes errors, and saves time. If automation is a priority, pay close attention to whether OCR functionality is limited by scan volume or tied to a premium plan.
4. Ease of use and accessibility
Choose a platform with a clean, intuitive interface that fits your workflow. Cloud-based solutions offer the flexibility to manage receipts from any device, while desktop options may provide more control and offline access. Mobile app functionality is especially important if you or your team scan receipts on the go.
5. Reporting and organization
The ability to categorize expenses and generate detailed reports can make monthly accounting and tax prep far easier. Make sure the software allows for customizable categories and offers export options for sharing with your accountant or syncing with your accounting system.
Read next: Top Apps for Tracking Business Expenses
Frequently asked questions (FAQs)
How secure are mobile receipt scanners for business use?
Most mobile receipt scanners use encryption and cloud security protocols to protect your data. Look for apps with 256-bit encryption, multi-factor authentication, and SOC 2 or GDPR compliance to ensure business-level security.
Which apps allow multiple users to scan receipts into one account?
Apps like Zoho Expense, Expensify, QuickBooks Online, and Wave Pro support multiple users under one account, letting team members scan and submit receipts from their own devices. Plans and user limits vary by software.
