No Trip Goes Unpunished: Many Tiny Receipts

Apr 26 2013 Published by under Travel

One of the "joys" of returning from a trip involves sorting receipts.  Food, cabs, and other expenses have to be documented, either for reimbursement or tax purposes. Manually entering stuff into a spreadsheet seems so last decade...

Expensify provides a 2013 method that even interfaces with Evernote, a ubiquitous clip-and-file app that works across all major desktop and mobile platforms. You get receipts into your Expensify account through several methods, including email (great for airfare), scanned PDFs (hotel bill), or photographs taken with your smart phone (most everything else). The latter can be saved to an Expensify notebook in Evernote which will automatically sync with your online account. Alternately, you can use the smartscan app within the Expensify app to add those items. The service can identify the vendor and total amount without issues. It dates receipts by default with the date of the scan; I wish it would use the date on the receipt instead, as it does for the ones I entered in other ways. You can add comments, tags, and categories for your receipts via the smart phone or web platforms.

You then assemble the receipts into a report. You can cluster your items by category or in other ways. Below is a screen shot from the web site:

The report can then be emailed to other users, saved as a PDF, or merely printed out. The report will include thumbnails of all receipts plus full-sized versions. My four-day trip to Boston generated 18 receipts, mostly for cabs. The final PDF is 25 pages long because it includes all of these images.

The Expensify app is free, and a Core account includes 10 image receipts per month. Upgrading to the Pro level lets you scan additional receipts at $0.20 each, a bargain in my opinion. I had my information organized in a flash this morning, all ready for the IRS in 2014.

 

2 responses so far

  • As a research intern in Trinidad my pay is unusual; I'm reimbursed for my expenses at the end of the month. Thanks for tuning me into Expensify I'll have to try this out and compare it with my usual method (excel). This may also come in handy when I enter graduate school and am out of town for conferences/field-work.

  • TheGrinch says:

    Thanks for the tip, I am now going to give it a try!

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