Receipt scanner app for receipts and expenses
With the receipt scanner app from TriFact365 your colleagues photograph a receipt on the spot and submit it straight away. The app reads the supplier, the amount and the VAT, and a booking proposal is waiting for you. That takes care of the pre-accounting for receipts and expenses, so nothing gets lost in a wallet until the end of the month.
Link with all leading accounting software
What is a receipt scanner app?
A receipt scanner app photographs a receipt, reads the supplier, the amount and the VAT on it and turns that into a booking proposal for your bookkeeping. Submitting, approving and preparing the entry happen in the same app.
Not quite what you need? TriFact365 optimises your entire pre-accounting, up to and including the journal entries in your accounting software: receipts and expense claims are handled as documents, so mileage registration, company cards and policy checks stay with your HR or payroll system. For supplier invoices there is a separate page, and if you want to know how the reading itself works, look at submitting and scanning documents.
How does a receipt scanner app work?
Scanning a receipt runs in four steps: photographing, reading, approval and booking. Your colleague only does the first one, and the decision to book stays with you. Below you can read what happens at each step.
1. Photographing
Your colleague photographs the receipt with the free app and submits it in the same action, at the moment of purchase. E-mail and the web portal work as alternatives, which helps for a receipt that arrives as a PDF rather than on paper.
2. Reading
The supplier, the date, the amount and the VAT are recognised and placed in a booking proposal. A crumpled or faded till receipt is the exception: those fields you complete yourself, and the engine learns from that correction.
3. Approval
If you want a manager to sign off first, the claim travels an approval route you configure yourself. The approver sees the photo next to the proposal and approves in the app or the portal, so nobody has to ask whether a claim arrived.
4. Booking
After your visual final check the journal entry moves into your accounting software, with the photographed receipt attached and searchable next to the entry. The VAT on that receipt is therefore ready to reclaim instead of lost in a wallet.
Submit on the spot
A receipt is easiest to handle at the moment you get it. Colleagues photograph it with the free app, or send it in by e-mail or through the web portal if that suits them better. As a result nobody has to keep paper until the end of the month.
- Free app for iOS and Android, one photo is enough
- E-mail and web portal as alternatives
- A booking proposal ready per receipt
Approval without chasing
You set the route once and every submitted expense goes to the right manager, who approves it in the app or the portal. Meanwhile everyone can see the status, so a colleague no longer has to ask whether a claim was received.
- Approval routes you configure yourself
- Approve from the app or the web portal
- The status of every claim visible in real time
Configure the routing in approval routes.
Receipts, expenses and invoices in one place
Receipts rarely travel alone. Purchase and sales invoices run through the same platform and the same recognition, so your team learns one way of working instead of one per document type. Therefore your bookkeeping is complete rather than nearly complete.
- Receipts, expense claims and invoices on one platform
- Recognition down to line level, including VAT codes
- Connected to your bookkeeping from the start
Read more about how documents are scanned, or see which software connects to your bookkeeping.
VAT back, nothing missing
A receipt that never arrives is VAT you cannot reclaim. Because every submission is captured with an audit trail, you can see at any moment what came in and what is still outstanding. As a result there are fewer suspense postings and fewer questions when the period is closed.
- VAT per receipt recognised and ready to reclaim
- Audit trail on every submission and approval
- Originals retrievable in the archive
Everything stays retrievable in audit-proof storage, and the app is explained step by step in our help centre.
Questions about scanning receipts
It takes over the pre-accounting for receipts: submitting on the spot, reading the supplier, amount and VAT, routing the claim for approval and preparing the entry. Your accounting software then handles the reporting. Because every submission is captured in an audit trail, you can see what came in and what is still missing, which means fewer suspense postings at period close.
Yes. The TriFact365 app is free and runs on iOS and Android. Colleagues photograph a receipt and submit it in the same action, without needing an account in your accounting software.
No, and we would rather say so upfront. TriFact365 handles receipts and expense claims as documents: scanning, recognising, approving and booking. Mileage registration, company card feeds and policy checks are not part of it and stay with your HR or payroll system.
Yes. You configure approval routes yourself, so a claim goes to the right manager first. After approval the entry is placed in your accounting software, with the receipt attached to it.
Yes. Purchase and sales invoices run through the same platform and the same recognition as receipts, so your team works one way for every document type.
TriFact365 processes submissions under the GDPR and over secured connections, and every photographed receipt stays searchable in a digital archive with an audit trail. Whether the paper original still has to be kept depends on the tax rules in your country, so check that with your accountant.
Within fifteen minutes. You connect your accounting software, invite your colleagues and they download the free app. No installation on a computer and no consultants are needed.
See more solutions
Accounting robot
Your own accounting robot. Never retype invoices and receipts again.
Workflows
Create authorization flows for approving invoices.
Digital archive
Always have access to documents. Complete with history and audit trail.