While QuickBooks reduces the paper needed in running a business, it doesn’t on its own resolve the problem of keeping receipts and incorporating them into record keeping. Several hardware and software solutions, however, not only reduce the paper trail you need to file, but also reduces the time you spend entering data.
The Neat company integrates software into specialized scanners to copy original receipts and read the data on them such as the date, amount and vendor. It is currently the only company offering such data export integration with its scanners. The information captured can be imported into QuickBooks, Excel or other accounting applications. Neat software can also save the scans as PDFs or JPGs. NeatWorks for Mac can be used with other scanners besides the ones offered by Neat to directly input information from the scanner into the database. NeatWorks and Neat 5 for PC can also import a PDF, image file or address book file saved on your computer.
Neat offers two scanners, NeatReceipts, a mobile scanner, and NeatDesk, a high-speed desktop version, deigned to work with the company's data export programs. Both will take receipts, business cards and standard sized documents and organizes the information on them to its database system. You then export the data found on the receipt into QuickBooks. A number of companies make mobile scanners, including Hewett-Packard, Xerox, Brother and Visioneer, that can save receipts as PDFs and JPEGs.
PaperSave Plus and SmartVault are two software applications that allow you to take receipts saved by any scanner, along with other computer documents, and attach them to transactions in QuickBooks. These programs preserve documents but do not enter data directly into QuickBooks. You have to manually enter amounts into QuickBooks transactions.
Smartphones as Scanners
Smartphones with cameras can be used to capture images at a point of purchase without having to worry about losing the receipt on the way back to the office. These images can then be imported by any of the programs designed to attach documents to QuickBooks transactions or read data from the saved image and place the information directly into QuickBooks accounts.