In the current digital era, we always find ways to use the latest technologies to simplify our daily tasks. A receipt scanner is one such technological evolution that helps in saving our time.
A receipt scanner reads information from paper receipts. It uses Optical Character Recognition (OCR) technology to read data such as the date, merchant name, and total amount from a paper or physical receipt. Receipt scanners come in various forms, from physical to digital, but it’s crucial to know their features before purchasing one.
What Is a Receipt Scanner?
A receipt scanner scans data from the physical receipt and digitises details from receipts. Once the scanner reads the data, it is saved digitally and can be easily retrieved and handled using the scanner or relevant software. Individuals and companies commonly use receipt scanners as a convenient way to track and manage expenditures, organise records, and streamline the procedure of submitting expense reports.
Features of Receipt Scanner
When purchasing a receipt scanner, understanding the features is essential. Let’s look at a few key features of using a receipt scanner.
Receipt scanners save time and effort in converting paper receipts into digital format.
- They simplify organising the receipts for tax and expense-related purposes.
- Scanning receipts minimises the chances of losing or damaging them.
- Eliminates manual data entry errors and enhances the document’s accuracy.
- Receipt scanners save space. You no longer need to store the receipts in your workplace. Unlike physical receipts, they automatically store and secure the receipt data in the software.
- Ease up data accessibility
Factors to Consider When Purchasing a Receipt Scanner
There are several receipt scanners options available in the market. Thus, making it challenging to come up with one decision. Below-mentioned are several factors you should consider when purchasing a receipt scanner. They are:
You may need a portable alternative if you require a receipt scanner to manage expense reports and receipts for staff or contractors while travelling. This includes a stand-alone scanner or mobile software.
Selecting a light and compact scanner to fit inside a briefcase or backpack is significant. This guarantees that you can effortlessly carry the device, journeying to a corporate conference or functioning remotely.
For experts, the process of scanning receipts for expense reports can be a tedious and time-consuming job. In such cases, a rapid receipt scanner is extremely advantageous.
The speed of a receipt scanner is generally measured in pages per minute (PPM) or images per minute (IPM) and may differ significantly based on the brand and model of the scanner.
3. File Format:
Remember that the format of receipts can differ based on their intended purpose. For example, certain tax preparers prefer PDFs, whereas others may require JPEG images. To prevent the inconvenience of manual conversion post-digitisation, verifying the receipt scanner’s supported file formats before purchasing is crucial. A few receipt scanners possess software that automatically sorts receipts by date, vendor, or expenditure category. It can save a lot of time and effort.
4. Storage Capacity & Security:
It is essential to consider the storage capacity of your receipt scanner, regardless of the scanner type you prefer. Determine how often you scan receipts to examine the required storage capacity. Moreover, you must also check its ability to protect the documents.
Ensure that your stored documents are safeguarded with various security layers. It makes sure that the documents can be accessed from only authorised sources.
5. Online Accessibility:
Using an online accessible receipt scanner can offer added benefits. With a cloud-based approach, you can conveniently share and cooperate with colleagues within your company. Moreover, you can retrieve scanned receipts from any internet-connected device, making expense tracking effortless even while travelling.
Additionally, by integrating with accounting software, you can automate data entry and reconciliation, reducing the manual workload required for managing expenses.
6. Scanning Quality:
To properly scan receipts, it is essential to have a superior quality scan to ensure readability and precision. The resolution of receipt scanners is measured as Depth Per Image (DPI). Scanners with high resolution and colour depth can produce sharp and vivid images, even capturing the smallest text on receipts.
When scanning old documents for archiving purposes, it is recommended to use a higher resolution to ensure the clarity and accuracy of the document. However, a nominal DPI is sufficient for notes, receipts, and other papers that do not require archiving.
Purchasing a receipt scanner UK can be wise for individuals and businesses, particularly if you handle many paper receipts. Evaluating the necessary features mentioned in this article before purchasing is advisable. Considering these aspects, you will have a better chance of selecting a receipt scanner that caters to your particular requirements and simplifies your tasks.