Are you looking for the best receipt scanner and organizer? We have compiled a list of top seven of them after testing 18 top selling scanner and organizers for 89 hours and consulting 7 experts. According to our tests, Fujitsu ScanSnap iX500 is the best and Epson WorkForce ES-500W is runner up on our list. In addition to the list, we created a comprehensive buyers guide to help you choose the best possible device for all your need and budget. If you want to know more about our testing process feel free to navigate to the section that talks about the testing process in detail.
Top Pick
Best Receipt Scanner And Organizer
1. Fujitsu ScanSnap iX500 – Best For PC
To organize hundreds of receipts, you require power and a high-quality scanner. After testing several different types of scanners, the Fujitsu ScanSnap iX500 is the one for which we can say it does it all. The Japanese company, Fujitsu, has years of experience in creating a high-quality scanner. Just by looking at the list of things it can do, we were impressed.
We tested it with both Apple and Windows PC. There is no difference in performance and usability. On both systems, the documents can be scanned and stored directly to cloud services like Google Drive, Dropbox, Evernote and many more. You can access the document via PC as well as a smartphone.
- Quick scan.
- Easy to use.
- Scan via USB as well as wifi to PC, phone or tablet.
- Automatic scan feed.
- A dedicated software included in the package for managing scanned documents or images.
- Automatically detects if the document is upside down.
- Might seem expensive compared to other scanners.
Bottom Line
For small business, it must be able to scan some receipts in no time and should be able to manage them efficiently. The Fujitsu ScanSnap iX500 does that exactly.
2. Epson WorkForce ES-500W – Best For Organizer Software
Epson is one of the biggest and popular brands when it comes it scanners and printers. The Epson WorkForce ES-500W came close to Fujitsu ScanSnap iX500 in our tests. In some ways, both are almost the same. Some of our team members routed for Epson, but after test scores, the Fujitsu outscored it by a small margin. Even we look at the package; it seems like a scanner that has it all.
Other than being an amazing scanner it is accompanied by the reliable Epson ScanSmart Accounting Edition Software. However, it uses a TWAIN driver that allows it to use with most of the document management software. Another thing that we loved is that you can directly export to QuickBooks either online or excel.
- Store documents on cloud services like Google Drive, Dropbox.
- Easy to use.
- Epson ScanSmart Accounting Edition Software is an intuitive document management software.
- Fast scanner.
- Works other document management via TWAIN driver.
- Wirelessly scan to laptop, tablet or smartphone.
- The resolution is up to 300 dpi.
- Expensive.
Bottom Line
The Epson WorkForce ES-500W has everything you want from a receipt scanner and organizer. If you ignore the 300 dpi which is not a big deal for scanning receipts, there are not many scanners that can beat it.
3. Fujitsu ScanSnap S1300i – Best For Budget Conscious Users
If you cannot afford to spend $400 or $500 on a receipt scanner? We found a budget-friendly option for your business. The Fujitsu is one of the most reliable brands, so you will be rest assured that even with the low price you will get a high-performance scanner. At least in our tests, the results we saw were far better than most of the scanners.
The only thing missing with the Fujitsu ScanSnap S1300i is that you can scan wirelessly to other devices. It supports only the USB connection. To manage the contact details scanned from the business card, you require CardMinder software.
- Inexpensive.
- High resolution.
- Fast and easy to use.
- Export scanned business card data to excel via CardMinder.
- It handles all types of documents.
- Cannot scan wirelessly.
- No cloud support.
- No document management software.
Bottom Line
If your requirement is only related to scanning all types of receipts and saving it to your computer, then you should consider getting the Fujitsu ScanSnap S1300i. This is the big reason why we think it could be a great option for QuickBooks.
4. Doxie Go SE – Best As Portable Option
Does your business requirements move constantly? Then probably you require devices that allow you to do that. So we found the most portable receipt scanner that works without any computer. We amazed to see even without a computer; it worked the same as the conventional scanner with the computer. Another thing that makes it portable is it uses a battery instead of AC supply. Not many scanners we tested ran on the battery.
The good thing is that scanned copy is stored locally on the scanner. According to the manufacturer, it can store up to 4000 images locally. The scanned copies are searchable. You can excess all files using the Doxie app from your phone. Via the app, you can sync to the cloud services which is another good feature to have for a portable receipt scanner.
- Portable
- Runs on battery.
- Image quality is good.
- Sync documents to cloud services via Doxie app.
- Compact design.
- Very slow compared to most of the scanners.
Bottom Line
If you want a compact scanner that you can carry anywhere, then Doxie Go SE is the best we have found during our tests. It could be a perfect receipt scanner for taxes.
5. Epson WorkForce DS-30 – Best Under $100
It is another portable scanner that we tested, but it requires a computer and uses USB for supply. It is not 100% independent, but it is probably the most compact scanner we tested. When you hold it in your hand, it feels like you are holding a device like hair straightener. Even though it is small, it has everything that a good scanner must-have.
The maximum size it can process is 8.5-inch x 14 inch. The weight is less than 1 pound hence make it highly portable and can fit into any laptop bag. The only thing that may bug you is the speed. But the good thing is you won’t be looking to scan too many receipts while on the move.
- Highly portable.
- High-quality image.
- The scanned files are editable and searchable.
- Inexpensive.
- Document software included in the package.
- It needs a laptop.
Bottom Line
If you require a scanner that fits right into your laptop bag, nothing comes close to Epson WorkForce DS-30.
6. Brother Mobile Color Page, DS-720D – Best For High Resolution Image
Most of the scanners that we tested had a resolution around 300 dpi or 600 dpi, but Brother DS-720D has a resolution of 1200×1200 dpi. Especially if you are working with colored receipts, this scanner could come in handy. If you look at the scanner, it looks compact. It can be carried in a laptop bag easily. And it can scan almost any type of document or image.
One thing we loved is that you can scan even the laminated documents, it uses TWAIN and SANE which makes it compatible with almost all operating systems. Since it comes with the document management system, you can easily store and share it over cloud services. The software included in the package BR-Receipts, Presto! PageManager 9, DSmobileSCAN II, and Presto! BizCard.
- High Resolution.
- Compact and portable.
- Document management software included in the package.
- Faster than other portable scanners.
- Inexpensive.
- Not WiFi compatible.
Bottom Line
If you are looking for a scanner that gives you a high-quality image, the Brother DS-720D is a great option.
7. Brother ImageCenter ADS-2000 – Best For Faster Results
Another scanner that can give you results fast. The Brother ImageCenter ADS-2000 is another scanner that has it all. It scored good numbers in our tests. As a package, it can scan almost any type of documents. It works with all types of operating systems as well as the devices.
However, with so many Brother software at your disposal, you can manage the document with ease. You can export to excel or cloud services. You can directly export the scanned document to an email, OCR, USB flash drive, memory card, etc. It uses drivers like TWAIN, WIA, ICA, ISIS, and SANE which allows working with different kinds of document management software.
- Fast scanner.
- Image quality is high.
- It works with most of the devices.
- Document management software included in the package.
- Expensive compared to its competitors.
Bottom Line
If you want almost all the options in terms exporting files to different software, devices or cloud services, then Brother ImageCenter ADS-2000 fulfills all.
Buyer’s Guide – What To Consider While Buying?
There are so many aspects of the scanner that you need to know and consider before buying one. Before buying any kind of device you have to understand, each device has its own plus point. So, you will have to identify how you want to use the device and it correlates with the plus point of the device. Let’s take the factors important for you to buy a receipt scanner:
1. Feeder
Not all scanners have a feeder. The feeder is important if you want to scan many documents at once. Most of the scanners mentioned in the list allow a maximum of 50 documents at once. Feeders must support the documents of all shapes and sizes. Most of the limitations of the feeder lie regarding the size. So before you buy a scanner check the maximum size, it can support. It doesn’t have to be the biggest feeder, but large enough to process the documents you go through in your business.
2. Resolution
If you have to ask which is the one factor necessary for a scanner, there is none to resolution. You want your scanner to scan the document exactly it is. It must be able to scan the smallest detail and color. The good thing is that most of the scanners today have high resolution. The maximum resolution they support is 600 dpi which is more than enough for documents like receipts.
3. Speed
While organizing any documents you don’t want to spend too much waiting for the scanner to process each document. Especially, when you are dealing with 100s of receipts regularly, its too much wastage of time. Most of the best scanner can scan 25-35 documents per minute. Another feature that adds to the speed of the scanner is auto-scan. All you have to do is load the document in the feeder and allow the scanner to work its magic. If you are looking for fasting scanning Fujitsu ScanSnap iX500 and Epson WorkForce ES-500W are two of the best scanner available. Both can scan up to 25 documents per minute even the double-sided documents. The feeder capacity is also 50.
4. File Export
The major purpose of scanning any document is to organize and share. Scanned document is either in pdf or in some image format. However, you might want to show the content of data in your daily reports or another format. For that, the scanned files must be searchable and editable. Some scanners allow you to export data to excel sheet or some other format via document management software. Also, some scanner allows you to share the scanned file directly to cloud storage.
To have these features, you must look for a scanner that is compatible with document management software and have drivers like TWAIN, WIA, ICA, etc. Almost all the scanners we have mentioned in the list either come with document management software or use compatible software.
5. Connectivity
Traditionally all the scanners are connected via USB. However, an average person uses at least three types of devices. Thus, the user should be able to access the scanner using all the devices. For that scanner must support WiFi connectivity. Fortunately, there are scanners that allow you to print even from the phone like Doxie Go SE. So, if you use different devices in your business or home, look for the scanners support Wi-Fi connectivity.
How We Conduct Tests?
We began by getting 18 popular receipt scanners to our lab. The way we chose the 18 receipt scanners we sorted out the scanners based on the number of sales and reputation among the users. We also consulted 7 experts during the selection. After product selection, we identified the parameters for the testing. We found that quality, speed, and connectivity are three key factors necessary for the receipt scanner.
Once we had the parameters, we had to design the tests. For the test, we created several samples of receipts. They were of different sizes, colors, and shapes. Some were handwritten, and some computer-generated. We measured the number of documents each scanner processed in a minute and also its feeder capacity. Thus we got some idea about the speed of the scanner. Next, we examined the resolution of each scanned image to learn about the quality of the image. We used different devices to control the scanner via Wifi to learn how effective the scanner works. This way we were able to get an idea about the connectivity.
In addition to tests, we also wanted to consider customer feedback for our reviews. Why customer feedback for us was important? Well, there are some things that you cannot test in a lab. You have to use the product for months or years to get more insight into the product. That’s where for us customer feedback plays a key role. For customer feedback, we connected with several existing users of the different receipt scanners via the seller. We asked what they like and how has been their experience with a certain model.
Once we had the test results, customer feedback, and expert views, we asked our team to score each model by three parameters. After calculating the overall score, we sorted out the seven receipt scanners. Here is the scorecard:
Receipt scanner tests
FAQs
1. Why should I organize the receipts?
When you organize the receipts, you will be able to keep track of your expenses and save lot of money while filing taxes.
2. What does the receipt scanner do?
Receipt scanner helps you scan the hard copy of receipts and turn them into digital copies. Also the scanner software helps you organize the receipts.
3. Can I scan receipts with a scanner for tax purposes?
Yes. Not many US citizens know that IRS actually accepts scanned receipts from 1997. The scanned receipt will be recognized as long as they are original and offer accurate information.
4. Can you use apps to scan receipts?
Yes, there are software that are compatible with popular scanners like Quicken, etc.
5. Which is the best receipt organizer software?
At present, there are plenty of them. But we recommend you to use the software that comes with scanner. If the scanner supports third-party software, then you can go for popular software.
6. Are receipt scanners compatible with Quickbook?
Yes, most of the scanners that we have mentioned in this list allow you transfer the data to QuickBook. However, make sure check with seller before buying the scanner.
7. What is OCR
It is the most important feature of a scanner. OCR is text recognition technology, which helps the scanner to recognize the text on the scanner. This helps user to search the receipt based on text. Without OCR the receipt will be saved in image format, which is not searchable when saved in database.
8. Which are the best receipt scanner and organizer for Mac/iOs?
All the units that we have mentioned in our list are compatible with Mac or iOS. Just go with any of them.
Final Thought
During our tests, we have made an effort to test the product in every possible way. Also, the list we created, provides all kinds of products. It is not necessary to buy the top product or the cheapest product. You have identified your needs. What kind of job you want to accomplish using the scanner. According to the needs, choose the model that accomplishes your job with ease. And if you are not able to make a decision or not able to understand how one model is different from others, go through our buyer’s guide. The guide will clear your doubts.
Some really interesting information, well written and broadly user genial.