Best Receipt Scanner for QuickBooks 2021

by Frank Brayan

Both small and mid-sized business owners rely on this popular accounting software, QuickBooks, for keeping track of their business's financial status. With this software, you can do many tasks, such as generating sales reports, creating invoices, and paying bills.

Alongside the software, you might want to look for a receipt scanner for scanning receipts and storing them digitally. Once you sync the scanner to QuickBooks, the scanner will automatically upload all your transactions within the software for easy access.

However, you can't just purchase any scanner without having a thorough knowledge of its features, for it will only cause inconvenience while running your business.

So, if you are wondering where to find the best receipt scanner for QuickBooks, you have it all here in this guide!

Editor's Recommendation: Top Receipt Scanner for Quickbooks 2021

List Of Top 9 Scanners For QuickBooks

1. Brother DS-640 Compact Mobile Document Scanner

2. Epson Workforce ES-500WR

3. Fujitsu ScanSnap iX100 Mobile Scanner

4. Canon ImageFORMULA R40 Office Document Scanner

5. Brother ADS1000W Compact Color Desktop Scanner

6. Fujitsu fi-7160 Color Duplex Document Scanner

7. Canon imageFORMULA DR-C225

8. The Neat Company NeatDesk

9. Plustek PS186 High Speed Document Scanner

Comparison Chart for Top 9 Scanners For QuickBooks

Image Name Features
Brother DS-640 Compact Mobile Document Scanner, (Model: DS640)
Brother DS-640 Compact Mobile Document Scanner, (Model: DS640)

Brother DS-640 Compact Mobile Document Scanner

  • Speed : 16 ppm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 1
Epson Workforce ES-500WR Wireless Color Receipt & Document Scanner for PC and Mac, Auto Document Feeder (ADF), Black
Epson Workforce ES-500WR Wireless Color Receipt & Document Scanner for PC and Mac, Auto Document Feeder (ADF), Black

Epson Workforce ES-500WR

  • Speed: 35 ppm 70 ipm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 50
Fujitsu ScanSnap iX100 Wireless Mobile Portable Scanner with Neat Software for Mac or PC, Black
Fujitsu ScanSnap iX100 Wireless Mobile Portable Scanner with Neat Software for Mac or PC, Black

Fujitsu ScanSnap iX100 Mobile Scanner

  • Speed: 5.2 seconds/page (300 dpi) 20.4 seconds/page (600 dpi)
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 1
Canon imageFORMULA R40 Office Document Scanner For PC and Mac, Color Duplex Scanning, Easy Setup For Office Or Home Use, Includes Scanning Software
Canon imageFORMULA R40 Office Document Scanner For PC and Mac, Color Duplex Scanning, Easy Setup For Office Or Home Use, Includes Scanning Software

Canon ImageFORMULA R40 Office Document Scanner

  • Speed: 40 ppm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 60
Brother ADS1000W Compact Color Desktop Scanner with Duplex and Wireless Networking,Black
Brother ADS1000W Compact Color Desktop Scanner with Duplex and Wireless Networking,Black

Brother ADS1000W Compact Color Desktop Scanner

  • Speed: 16 ppm 32 ipm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 20
Fujitsu fi-7160 Color Duplex Document Scanner - Workgroup Series
Fujitsu fi-7160 Color Duplex Document Scanner - Workgroup Series

Fujitsu fi-7160 Color Duplex Document Scanner

  • Speed: 60 ppm 120 ipm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 80
Canon imageFORMULA DR-C225 II Scanner Small Business Edition Powered by Receipt Bank, Auto Data Entry, Supports QuickBooks and Other Major Accounting and Bookkeeping Software
Canon imageFORMULA DR-C225 II Scanner Small Business Edition Powered by Receipt Bank, Auto Data Entry, Supports QuickBooks and Other Major Accounting and Bookkeeping Software

Canon imageFORMULA DR-C225

  • Speed: 25 ppm 50 ipm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 30
The Neat Company NeatDesk Desktop Scanner and Digital Filing System, Home Office Edition, 2005410
The Neat Company NeatDesk Desktop Scanner and Digital Filing System, Home Office Edition, 2005410

The Neat Company NeatDesk

  • Speed: 24 ppm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 50
Plustek PS186 High Speed Document Scanner, with Auto Document Feeder (ADF). For Windows 7 / 8 / 10
Plustek PS186 High Speed Document Scanner, with Auto Document Feeder (ADF). For Windows 7 / 8 / 10

Plustek PS186 High Speed Document Scanner

  • Speed: 25 ppm
  • Maximum Optical Resolution (dpi): 600
  • Sheet Tray Capacity (sheet): 50

Best Receipt Scanner For QuickBooks Reviews

Best Receipt Scanner For QuickBooks Reviews
Best Receipt Scanner For QuickBooks Reviews

1. Brother DS-640 Compact Mobile Document Scanner

The Brother DS-640 compact mobile document scanner lets you scan receipts, ID cards, and documents with ease.

This portable scanner scans both color and black and white documents at a fast speed of 16 pages per minute. Unlike most scanners that slow down when it comes to scanning color documents, this one won't give you trouble at all!

You can comfortably use it to scan a single page up to 72 inches long, one side at a time.

The scanner comes with OCR and document management software that works with Windows, Mac, and Linux computers. The OCR consistently converts text into PDF format or editable Word document.

Not only that, but the scanner also lets you enhance the color of the scanned documents, rotate the image, remove the background, and also enhance the texts.

If you need to scan a document and send the image to a network, cloud service, or email, you can do so with the Brother iPrint&Scan desktop app.

As for connectivity, it only supports a USB interface, so if you don't mind plugging the device into your laptop or desktop, this is for you!

Highlighted Features

  • Scans single page up to 72 inches in length
  • It has a scan speed of 16 ppm
  • Features USB connectivity
  • Includes OCR and document management software
  • Works with Windows, Mac, and Linux computers
Brother DS-640 Compact Mobile Document Scanner, (Model: DS640)
Brother DS-640 Compact Mobile Document Scanner, (Model: DS640)

2. Epson Workforce ES-500WR Wireless Color Receipt & Document Scanner- Best Receipt Scanner For QuickBooks Desktop

If you are looking for a wireless scanner, the Epson Workforce ES-500WR is a suitable option.

Whether you are planning to scan receipts and other documents on the go or in your home, you can connect this scanner through WiFi and send the scans to mobile devices. Also, you have the option of connecting the device via USB and Ethernet in case you face problems with WiFi.

When it comes to scanning receipts, documents, or business cards, you can scan up to 50 sheets of different sizes in a single session. Unlike most scanners, this one features double-sided printing, which means you can scan both sides of paper by feeding the paper once. It scans as fast as 35 pages per minute!

Once you have scanned your documents, you can easily export the files to QuickBooks, MS Excel, TurboTax, Quicken, and other software. The scanner includes Epson ScanSmart Accounting Edition software that automatically extracts important data from receipts and invoices. You don't even need a subscription to use it.

You can also save your scanned files to Google Drive, Dropbox, or other Cloud storage platforms for easier access through different devices.

Highlighted Features

  • Features double-sided scanning
  • It has a speed of 35 ppm
  • The feeder has a capacity of 50 sheets
  • Includes Epson ScanSmart Accounting Edition software
  • Supports WiFi, WiFi Direct, USB, and Ethernet connectivity options
Epson Workforce ES-500WR Wireless Color Receipt & Document Scanner for PC and Mac, Auto Document Feeder (ADF), Black
Epson Workforce ES-500WR Wireless Color Receipt & Document Scanner for PC and Mac, Auto Document Feeder (ADF), Black

3. Fujitsu ScanSnap iX100 Mobile Scanner

Fujitsu ScanSnap iX100 is another portable scanner that allows you to scan not only just receipts but also photos, business cards, and documents up to A4 size.

It is a fast and efficient scanner because it lets you scan a full-color, A4-sized document in only 5.2 seconds! Also, it has a superb battery that lasts longer, allowing you to comfortably scan up to 260 pages while it is on a full charge.

If you are mostly scanning a single side, then this scanner is ideal for the job. But you can always flip the paper once one side is done and if you want to scan the other side.

When it comes to connectivity, Fujitsu ScanSnap iX100 has options for both USB and WiFi. So, when you are traveling and want to scan a document to your Android or iOS device, you won't have any trouble. One thing to note is that you can connect this scanner to one device at a time.

A nice feature this scanner possesses is its ability to enhance images, such as detecting color, cropping, and removing a blank page. It's all possible thanks to the built-in GI microprocessor.

Apart from that, the scanner comes with a 1-year license for the premium version of Neat. With this accounting software, you can easily manage receipts and expenses, export information to Excel or other software, create searchable PDF files, share files and folders with coworkers, and much more!

Highlighted Features

  • Features built-in GI microprocessor
  • Takes 5.2 seconds to scan an A4 document
  • Scans up to 260 pages on a full charge
  • Supports USB and WiFi connectivity options
  • Comes with Neat software
Fujitsu ScanSnap iX100 Wireless Mobile Portable Scanner with Neat Software for Mac or PC, Black
Fujitsu ScanSnap iX100 Wireless Mobile Portable Scanner with Neat Software for Mac or PC, Black

4. Canon ImageFORMULA R40 Office Document Scanner

If you are a fan of Canon products, you can add this document scanner to your collection.

Canon ImageFORMULA R40 offers fast and efficient scanning to minimize your workload. It is able to handle up to 60 sheets and can scan 40 pages in a minute. Other than receipts, you can use it to scan your business cards, photos, and documents of different lengths and thicknesses.

There's no need to worry about the scan quality because the scanner is intelligent enough to automatically adjust the output resolution. It also ensures the file size is small so that you can easily scan mixed batches of documents.

When you are done scanning all the files, you can directly save them to Cloud storage platforms, like Dropbox, Google Drive, QuickBooks, and OneDrive for easy access from mobile devices.

Since the scanner supports only the USB connectivity option, you can only scan through your Windows or Mac computer. This is ideal, especially if you plan on using the device in your home or office.

What's more, the device comes with bundled software that includes Canon CaptureOnTouch scanning software, Readiris PDF and OCR software, and Cardiris business card software. All these software are free to use without needing any subscription.

Highlighted Features

  • It has a speed of 40 ppm
  • The feeder can hold up to 60 sheets
  • Supports different paper sizes and thickness
  • Supports USB connectivity option
  • Includes bundled software
Canon imageFORMULA R40 Office Document Scanner For PC and Mac, Color Duplex Scanning, Easy Setup For Office Or Home Use, Includes Scanning Software
Canon imageFORMULA R40 Office Document Scanner For PC and Mac, Color Duplex Scanning, Easy Setup For Office Or Home Use, Includes Scanning Software

5. Brother ADS1000W Compact Color Desktop Scanner

Another scanner from Brother, the ADS1000W desktop scanner lets you scan any type of media with ease.

You can use it to scan receipts, photos, ID cards, business cards- anything without the need of setting up a separate scanner. It can scan both single and double-sided documents in one go, so there's no need to flip the pages.

If you are a business owner who needs to scan moderate to large volumes of documents, you can do that with this scanner. The automatic document feeder has a capacity of 20 pages, and you can scan up to 500 pages a day!

The device offers simple functions for scanning. It has a TouchPanel display located in the front, which allows you to scan your documents to a particular destination with a touch of a button. You can scan into your USB flash drive, phone, tablet, or email server.

Apart from that, Brother ADS1000W offers versatility. It supports both USB and wireless connectivity options for your convenience. Plus, it works on Windows, Mac, and Linux operating systems, so there's no limitation in using the scanner.

Like most scanners, this one also comes with a bundled software that you can use to convert files, export contact information, configure scan settings, manage receipts, and do much more!

Highlighted Features

  • Features a TouchPanel display
  • The feeder can hold up to 20 pages
  • Can be used to scan both sides at once
  • Supports Windows, Mac, and Linux operating systems
  • Includes bundled software
Brother ADS1000W Compact Color Desktop Scanner with Duplex and Wireless Networking,Black
Brother ADS1000W Compact Color Desktop Scanner with Duplex and Wireless Networking,Black

How To Choose The Best Receipt Scanner for QuickBooks

Compatibility With QuickBooks

Whichever receipt scanner you choose, you will need to ensure that the device is compatible with QuickBooks because not all receipt scanners out there work with the software.

To verify the compatibility, you can either check the receipt scanner's manual on the manufacturer's website or look into different forums.

Resolution

The purpose of purchasing a receipt scanner is to get things done flawlessly. And to make that happen, your scanner must be able to scan every little detail with the utmost clarity. This is when its resolution plays an important part.

The good news is, most receipt scanners today have a maximum optical resolution of 600 dpi, which is enough to make tiny texts and even colors stand out.

It can be worth noting that the higher the dpi, the better the scans will come out.

Speed

The speed of a receipt scanner is also an important aspect to consider. When you have a large volume of documents to scan, you would want to scan all the documents in the shortest time possible. That's why you will need to choose a receipt scanner that works at faster speeds.

You will find some scanners that can scan 25 pages per minute, while others can scan as much as 60 pages per minute. The more pages a receipt scanner can scan in a minute, the faster the speed.

Feeder

This is another important aspect you should look for in a receipt scanner, especially if you are going to handle a large volume of receipts or documents regularly.

Some scanners feature a single-page feeder, while others have a feeder that can handle 20 or more documents at a time.

Apart from the capacity, you will also need to look for the maximum paper size the feeder can support. If you plan on scanning documents of different shapes and sizes, your scanner should be able to handle that.

Connectivity

All scanners typically have a USB interface, which allows you to connect the scanner to your laptop or desktop.

However, a scanner that supports only that type of connectivity option will not let you have access to the device through phone or tablet, which can be a problem, especially if you are on the go.

Considering the above situation, it is advised to go for a receipt scanner that, apart from USB, connects through WiFi.

File Export

After scanning, your scanned documents will typically be saved as PDF. Often you might need to update information in the scanned documents using document management software, so you will need to change the file extension in order to make them editable.

Some receipt scanners let you export scanned files directly to an Excel sheet or some other document management software without you having to convert the files manually.

Budget

When you are shopping for receipt scanner for QuickBooks, obviously, you would want to purchase the one that is within your budget.

Keeping that in mind, we have listed the receipt scanners not only by prioritizing their quality but also affordability.

What is a receipt scanner & How It Works?

A receipt scanner is a device that scans the text on receipts and uses optical character recognition to convert the scanned images into digital data. A receipt scanner can then be used in accounting software using various forms of barcodes or alphanumeric characters. The invention of this device has saved an enormous amount of paper and ink, as well as potentially keeping you from making a duplicate copy of data without permission in some cases. Let's find out how!

A receipt scanner is a device that reads receipts, scans them, and then saves them electronically. It can either work with software at the merchant's register or directly with your personal computer when you're back at home using barcode scanning software like Quickbooks or Quicken.

How it works?

You've probably seen receipts on the ground or in piles on counters before. You know what they are-they're accounting documents. The people who deposit funds into your account at the bank, or supermarket, or gas station, or whatever, have them filled out by a cashier using a store's own software. If they aren't saved as an image file there will be no paper trail to follow once you file your taxes for the year, but any time an item is printed there is a paper trail behind it. The receipt scanner makes that data available to you when you are running your business.

"But wait," you say, "I've got a computer here. All I have to do is take a picture of the receipt with my cellphone and save it there!" It doesn't always work out that way. Sure, you might take the picture but how can you make sure that all the information is saved? The software at your bank will usually only allow you to scan in the receipt if it comes from their software. So if you're using Quickbooks or Quicken to keep track of your income and expenses (and most accountants recommend this tool), then they want to see their barcode and data on the bill when they are auditing your business.

How does a receipt scanner save the images you scan?

There are all sorts of ways you can save your barcode information. Every scanner comes with a USB cable and software for managing your documents. You might be tempted to just keep the image files on your laptop or PC, but what if your computer crashes or gets infected with malware? Or what if someone steals it? You've got to have a backup plan.

The good news is that there are options available. You can keep your hard drive backed up, but another solution is to install an online backup server for scanned receipts. This is the kind of service that a lot of people use to keep their computer under control. The company you choose will take care of storing the images for you, and then you can access them from anywhere with an internet connection. It's worth noting that not all backup servers will be able to accept barcode data, so make sure you consider your own needs at this point in time.

What receipt app works with QuickBooks?

If you're a fan of keeping all your receipts and invoices in one place, then you'll need to find a receipt app that works with QuickBooks. Lucky for you, we've compiled this list of the top five best apps to use with QuickBooks and why they're worth using!

1) Receipt Bank - Receipt Bank is the perfect tool for those who need their receipts right when they happen. It integrates with QuickBooks without any setup required. Plus it's really user-friendly so anyone can get going!

2) Day One Vet - Do you keep sensitive information on your phone? That means protecting your phone with a password or fingerprint ID is essential. The best option is to use a password-protected app. Day One Vet is the most secure Android receipt app with a fingerprint ID. It has one of the most advanced security features on the market and it's totally free!

3) ReceiptEtc - The best Android receipt app for QuickBooks 2016 users, it allows you to take your receipts straight from your bank statements into QuickBooks without any setup or hassle! ReceiptEtc also offers some great features such as adding notes, attaching photos, customizing the layout and more.

4) QuickBooks Receipts - With this receipt app you can organize your receipts by date, customer, vendor, product and more. Plus it offers a few handy extras such as keeping a running balance and generating totals for sales tax and other charges.

5) QuickBooks Receipts+ - This receipt app is great for QuickBooks users because it allows you to categorize your receipts by dates (with no setup), customer, vendor or product. Its widget lets you view summaries on your lock screen so you can stay updated on everything!

If you're only keeping some items on paper for quick reference, then the free MyReceiptbook is a great option. Note that receipts and invoices can be sent to QuickBooks directly. The app is perfect for customers who want to keep all their receipts in one place, but it's not perfect for people who want to keep everything in QuickBooks because doing so would require synchronizing the two.

Frequently Asked Questions

1. What Receipt Scanners Work With QuickBooks?

All receipt scanners listed in this article are compatible with both Windows and Mac versions of QuickBooks. If you are a Linux user, you will also find some scanners compatible with the Linux version.

2. Can I Scan Receipts Into QuickBooks?

Yes, you can. Scanning your receipts directly into QuickBooks provides an efficient way to update transaction information without needing to jot down on papers and pile them up on your desk.

3. How Do I Scan Receipts Into QuickBooks Desktop?

Scanning receipts into QuickBooks Desktop is simple. Here's how you can do it:

Uploading From A Computer

  1. Open QuickBooks Desktop application.
  2. Select the Vendor menu and then select Receipt Management.
  3. Choose your Intuit account.
  4. You can either drag and drop the receipts into QuickBooks or browse them from your computer to upload.

Uploading From A Smartphone

  1. Open QuickBooks phone app.
  2. Tap the "" icon on the left-hand side of the screen.
  3. A side menu will appear. From the list of options, tap the "+" icon beside the Receipt capture option.
  4. Your phone camera will turn on. Place the receipt on a flat surface and then take a picture.
  5. The app will scan the image and then automatically upload it. You will now be able to view the uploaded file from the QuickBooks Desktop application.

4. What Are 3 Ways To Add Receipts To QuickBooks Online Receipt Capture?

QuickBooks allows you to add receipts in three different ways:

  1. Drag and drop files or browse them to upload.
  2. Forward the receipt by email.
  3. Scan the receipt and upload it directly using the QuickBooks phone app.

5. How Do I Add A Scanner To QuickBooks?

You can add a scanner to QuickBooks using QuickBooks Scan Manager. Here are the steps:

  1. If you have already created a scan profile, highlight it and click on Select.
  2. Select Scanner Setup Wizard.
  3. Typically, Normal Mode will be selected as default. You can change it to an appropriate mode.
  4. Check the Perform Tests box and then click on Next.
  5. Select how you want to test your scanner, and then click on Next twice.
  6. Check the Repeat this test in order to check all modes box and then click on Next .
  7. Once all the tests are successfully performed, you will be able to start using the scanner.

Final Word

As a business owner, you will always want to look for efficient ways to manage your business, otherwise, you would be spending more time doing things that could have been done quicker.

That being said, the best receipt scanner for QuickBooks simplifies all the cash-handling tasks and lets you stay organized. Even if you are on the go, you will still be able to track your finances through the Cloud service.

Each of our receipt scanners for QuickBooks has been carefully tested to ensure they meet your business's requirements. So, if you have already selected one from the list, you can rest assured it won't let you down.

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About Frank Brayan

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