On average, small businesses spend more than 11 hours each month on manual receipt management, a process that drains valuable time, increases costs, and often results in errors and frustrations for both business owners and bookkeepers.

Fortunately, the rise of AI in accounting has transformed the way businesses handle receipts. Today, apps are no longer just about snapping photos of paper receipts. They’ve evolved into fully automated expense management tools that can scan documents, detect duplicates, flag suspicious transactions, and even predict expense trends. This shift makes them not only powerful time-savers but also strategic tools that support smarter financial decision-making.

At the core of these solutions are advanced AI and Optical Character Recognition (OCR) technologies, which automatically extract key details, such as vendor name, amount, date, and category, directly from a photo of your receipt. Instead of tediously entering data into spreadsheets or letting piles of paper clutter your office, small business owners can now rely on smart apps to:

• Scan paper receipts instantly

• Auto-categorize expenses for taxes and accounting

• Sync data seamlessly with platforms like QuickBooks, Xero, or FreshBooks

• Store receipts securely in the cloud for audit-proof recordkeeping

For small businesses, where every dollar and every minute matters, choosing the right receipt scanner app can make a measurable difference. In this guide, we’ll highlight the best receipt scanning apps available on iOS and Android in 2025, explore the features that set them apart, and show how they can help you simplify expense tracking, stay tax-ready, and focus on what matters most: growing your business.

What are the key features to look for in a receipt scanner app?

• High-accuracy OCR & Data Extraction: This is the core function. The app should use sophisticated OCR, often enhanced with AI, to automatically read and extract key details from a receipt image (vendor name, date, total, tax, currency) with minimal errors.

• Mobile App Functionality: A good receipt scanner should have easy-to-use apps for iOS and Android, with features like offline scanning, auto-cropping, and quick uploads, so employees can capture expenses anytime, anywhere. 

• Automatic Cropping and Image Correction: The app should automatically detect the receipt's edges, crop the image, and correct for poor lighting or angles, ensuring the scan is clear and legible for tax purposes.

• Support for Various Receipt Types: It should be able to handle paper receipts, emailed receipts (via forwarding), and various digital file formats like PDF and JPEG, not only physical receipts

• Smart Auto-categorization: The app should automatically or intelligently categorize the expense into various tax groups (e.g., travel, meals, office supplies) based on the merchant or your past entries, saving significant manual effort.

• Real-time Reporting & Analytics: The app should present simple dashboards that track spending trends, categories, and budgets in real time, with options to export, share, or print reports for easier financial oversight.

• Duplicate Detection & Error Flagging: It should be able to flag duplicates and unusual or suspicious expenses, reducing risks during audits

• Search and Filtering: A powerful search function that allows you to quickly locate any receipt using keywords, date range, vendor, or amount.

• Integration with Accounting Software: Seamless, two-way integration with popular accounting and bookkeeping software (like QuickBooks, Xero, etc.) is crucial for automating data entry and reconciliation.

• Customizable Approval Workflows: For teams, the app should allow you to set up rules for who needs to approve an expense and automatically route the report, streamlining the process.

• Bank or Credit Card Sync: The ability to match scanned receipts to corresponding transactions on connected business credit cards for easier reconciliation.

• Offline Functionality: The ability to scan and save receipts even without an internet connection, with automatic syncing once service is restored.

• Secure Cloud Storage and Backup: All scanned receipts and extracted data should be stored securely in the cloud with strong encryption and data backup to prevent loss.

• Compliance/Audit Trail: The system should securely store original receipt images and extracted data for the required retention period, making it easier to be audit-ready and compliant with tax authority rules.

• Multi-user Access (for businesses): Allows employees to submit expenses and managers or accountants to review and manage them through a centralized dashboard.

The Top 5 mobile apps for Receipt Scanning on iOS and Android

1. Fince AI

Fince AI is an AI-powered accounting software designed with a strong focus on expense management, automated bookkeeping, and payment collections. It simplifies bookkeeping, saving business owners and their bookkeepers up to 18 hours a week. 

Its receipt handling and automated expense management capabilities allow users to capture receipts and automatically categorize them into the correct, tax-compliant accounts with high-accuracy OCR. The system’s 99% precision ensures even small details are recorded correctly, reducing the need for manual checks.

With bank feed syncing, reconciliation becomes nearly effortless, cutting down the hours bookkeepers typically spend on manual entry and matching. While it works well as a standalone accounting tool for small businesses, Fince AI also offers two-way integrations with traditional software like QuickBooks and Xero, making it easier for teams to adopt automation and import organized transactions without disrupting existing workflows.

A standout feature is its ease of use. The interface is intuitive, so businesses can see immediate value without a steep learning curve. Its strong mobile support on both iOS and Android enables quick receipt scanning and expense entry on the go, which is especially useful for freelancers and teams that travel frequently.

Beyond automation, Fince AI provides actionable insights such as detecting duplicates, flagging anomalies, and forecasting spending patterns. This makes it a practical choice for small businesses seeking an all-in-one solution that goes beyond expense management to support smarter financial decision-making.

Who Is It For:

• Solopreneurs and small teams who need a simple yet intelligent way to manage expenses and data entry on the go.

• Entrepreneurs already using traditional tools like QuickBooks or Xero who want to automate expense management without the hassle of migrating their data or systems.

• Service-based businesses and agencies (e.g., consulting firms) that work with multiple clients and need an all-in-one solution for expense tracking, automated bookkeeping, and invoicing, saving time and reducing manual processes.

• Mid-size to large businesses with voluminous expenses like travel, food, etc.

Key Features:

• High-Accuracy OCR: Trained on millions of transactions, delivers up to 99% accuracy when scanning receipts and auto-categorizing expenses.

• Automated Invoice Collection: Sends reminders via email, WhatsApp, or SMS and continues nudging customers until payment is made.

• Auto-Categorization & Learning: Learns from past behavior to assign expenses correctly and improves accuracy over time.

• Approval Workflows: Adds structured review and approval steps before expenses are finalized.

• Bank & Card Reconciliation: Matches receipts to bank and card transactions in real time for accuracy and compliance.

• Live Expense Dashboards: Visualizes spending instantly by team, vendor, or project.

• Audit Trail: Logs every expense with receipts, timestamps, and approvals for compliance readiness.

• Integrations: Connects with QuickBooks, Xero, Shopify, Gmail, and more for seamless workflows.

• Real-Time Analytics: Tracks spending trends and patterns as they happen.

• Mobile-First Functionality: Optimized for iOS and Android to capture and submit expenses on the go.

• Email Forwarding: Forwards digital receipts directly from your inbox for instant capture.

• Automated Bookkeeping: Handles recurring accounting tasks in the background, reducing manual entry.

Pros:

• Very high OCR accuracy (99%) reduces errors and minimizes manual corrections.

• Easy-to-use mobile app makes it simple to scan receipts and track expenses anywhere.

• Seamless integrations with QuickBooks, Shopify, and bank feeds keep everything connected.

• Comprehensive reporting provides insights beyond expenses, offering a clear view of overall business performance.

• All-in-one platform combines expense tracking, invoice collection, and bookkeeping in one place

• Simple and tightly controlled approval workflows that ensures compliance 

Cons:

• Offers fewer third-party integrations compared to some competitors

• Doesn’t provide multi-currency support

2. Expensify

Expensify is a widely used expense management platform known for automating receipt capture and streamlining reporting. Its SmartScan feature allows users to snap photos of receipts or forward them via email, with the system automatically extracting key details like merchant, date, and amount. It also supports multi-currency transactions and integrates with popular accounting systems such as QuickBooks, Xero, NetSuite, and Sage Intacct.

Beyond receipt scanning, Expensify provides comprehensive tools for expense reporting, approval workflows, corporate card management, and even travel booking. The platform has invested heavily in accuracy, combining optical character recognition (OCR), rule-based parsing, and human verification to minimize errors.

Expensify continues to evolve with usability improvements such as batch receipt scanning, drag-and-drop uploads, and smarter workflows for large teams. For administrators, it offers detailed visibility into company spending, with features like duplicate detection, policy enforcement, and audit trails to support compliance and oversight.

Who Is It For:

• Small to medium-sized businesses wanting automated expense reporting

• Larger organizations needing scalable approval workflows and policy enforcement

• Teams with frequent travel or multi-currency expenses

• Companies already using accounting/ERP systems like QuickBooks, Xero, or NetSuite

• Businesses looking for both expense management and optional travel booking features

Key Features:

• SmartScan OCR receipt capture via photo, email, or upload

• Batch scanning and drag/drop uploads

• Integration with accounting and ERP systems (QuickBooks, Xero, NetSuite, etc.)

• Expense report creation, review, and approval workflows

• Policy enforcement and duplicate detection

• Multi-currency reimbursement processing

• Travel booking, invoicing, and bill pay (in certain plans)

• Full audit trail and administrative oversight

Pros:

• High accuracy through combined OCR and human verification

• Simple and user-friendly receipt capture, especially on mobile

• Strong integrations with many accounting systems

• Scalable workflows for teams and larger organizations

• Frequent updates and continuous feature enhancements

Cons:

• Costs can add up for larger teams or advanced features

• Human verification may raise privacy concerns for sensitive receipts

• Edge cases may still require manual corrections

• Advanced policy and workflow setup can be complex

3. Dext (formerly Receipt Bank)

Dext, previously known as Receipt Bank, is a receipt handling tool that helps in reducing manual data entry by digitizing receipts, invoices, and bills, then extracting the necessary details and pushing them into accounting systems. This makes it highly appealing for firms managing multiple clients.

Receipt capture is supported through the mobile app, email forwarding, and direct uploads, all powered by OCR with multi-currency support.

Dext is especially popular with accounting firms because of its “practice platform” model, which allows professionals to manage multiple clients’ workflows in one place. Its integrations with systems like QuickBooks and Xero ensure that not just the data, but structured transactions, flow directly into ledgers.

Who Is It For:

• Accountants and bookkeepers managing multiple client accounts

• Finance teams focused on reducing manual data entry for receipts, and bills

• Firms handling international clients with multi-currency needs

• Practices seeking centralized platforms for client workflow management

Key Features:

• Receipt, invoice, and bill capture via app, email, or upload

• OCR and data extraction (merchant, date, total, tax)

• Multi-currency support

• Custom vendor rules for recurring expenses

• Direct push of transactions to accounting systems

• Data validation and anomaly detection

• Client/practice management tools for accountants

• Audit trail with history and attachments

Pros:

• Strong automation that reduces manual bookkeeping workloads

• Deep integration with major accounting platforms

• Custom vendor rules improve accuracy over time

• Multi-currency support for international clients

• Centralized model well-suited for accounting practices

Cons:

• More focused on back-office accounting than end-user expense reimbursement

• OCR errors on some receipts still require manual fixes

• Steeper learning curve for rule and workflow setup

• Can be costly at higher usage volumes

• Some users report slow support and usability issues

4. QuickBooks Receipts

QuickBooks Online includes a built-in receipt management feature that allows users to upload, scan, and attach receipts directly to transactions. Using OCR, QuickBooks extracts details like amount, merchant, and date, and attempts to match receipts with existing transactions. If no match is found, a new expense can be created automatically.

Users can capture receipts via the mobile app, upload from a computer, or forward them through email. Once uploaded, receipts appear in a “For Review” queue where they can be verified and corrected before being attached to the relevant transaction. This helps maintain a complete record for auditing purposes.

While QuickBooks’ receipt scanner is convenient, it is more lightweight compared to other expense management tools. It primarily serves small businesses and users who want receipts tied neatly to their accounting system, but it lacks the richer workflows and AI benefits of automated platforms.

Who Is It For:

• Small businesses already using QuickBooks Online

• Freelancers and solopreneurs who need lightweight receipt capture

• Teams looking for direct attachment of receipts to transactions for audits

• Users who want a simple solution without needing a full expense management platform

• Companies with straightforward expense workflows and minimal approval complexity

Key Features:

• Receipt capture via app, upload, or email

• OCR extraction of merchant, amount, and date

• Automatic receipt-transaction matching

• Review queue for verification and corrections

• Secure attachment storage for audit purposes

Pros:

• Built directly into QuickBooks, no third-party tools needed

• Saves time through OCR and auto-matching

• Strengthens compliance with receipts linked to transactions

• Minimal learning curve for existing QuickBooks users

Cons:

• Limited compared to full expense management platforms

• Not primarily an AI tool, hence, OCR and transaction matching not always accurate

• Some reports of attachment issues or missing receipts

• Lacks advanced features like approvals, policy enforcement, or reimbursements

• Features may vary depending on the QuickBooks subscription plan

5. Zoho Expense

Zoho Expense is a dedicated expense management platform within the Zoho suite, designed to handle everything from receipt scanning to reimbursement. It is particularly attractive to businesses already using Zoho Books, CRM, or other Zoho apps, but it also integrates with external accounting software like QuickBooks and Xero.

Users can capture receipts via the mobile app, email forwarding, or uploads. OCR extracts key fields automatically, while additional features include mileage tracking, multi-currency support, and policy enforcement. It supports advances and reimbursements, making it a complete solution for expense management.

Zoho Expense emphasizes streamlined reporting and approval workflows. Employees can submit expense reports, managers can approve them, and finance teams can reimburse directly. For international teams, multi-currency and exchange rate handling ensure accurate financial reporting.

Who Is It For:

• Small to medium-sized businesses seeking a cost-effective solution

• Larger organizations requiring multi-level approval workflows and reimbursements

• International teams handling multi-currency expenses and mileage tracking

• Businesses already using the Zoho suite (Books, CRM, etc.)

• Teams looking for an all-in-one expense solution with strong reporting and compliance

Key Features:

• Receipt scanning with OCR (app, upload, email)

• Expense reporting with submission and approval workflows

• Multi-currency and exchange rate support

• Mileage and trip logging with GPS tracking

• Management of advances and reimbursements

• Email-to-expense automation

• Integrations with Zoho Books, QuickBooks, Xero, and more

• Policy enforcement and duplicate detection

Pros:

• Comprehensive, end-to-end expense management

• Offers a free plan for small teams, with affordable upgrades

• Seamless integration with other Zoho products

• User-friendly interface and easy onboarding

• Strong support for international and multi-currency use

• Customizable workflows and approval hierarchies

Cons:

• Mobile app performance can be slow during bulk uploads

• Advanced features like corporate card linking require higher-tier plans

• Some complexity in customization and reporting

• Integration value depends on supported accounting systems

• OCR performance may not be as specialized as Dext for tricky receipts

Comparison Table: The Top 5 apps for Receipt Scanning on iOS and Android 

Tips for Maximizing Receipt Scanner Apps

• Capture receipts immediately: Train yourself (and your team) to scan receipts on the spot to avoid missing or misplaced documents.

• Leverage automation rules: Use features like auto-categorization, policy enforcement, and recurring vendor mapping to minimize manual work.

• Integrate with your accounting system: Connect the app to tools like QuickBooks, Xero, or Zoho Books so expenses flow directly into your books.

• Set up approval workflows: Establish review steps to ensure accuracy and compliance before expenses are finalized.

• Use analytics dashboards: Regularly check built-in reports to monitor spending patterns, identify cost-saving opportunities, and flag anomalies early.

• Train your team: A short onboarding session ensures employees know how to capture, upload, and submit expenses properly, saving everyone time later.

• Enable mobile features: Offline scanning and push notifications are especially useful for employees who travel frequently.

• Stay audit-ready: Keep receipts categorized and matched with transactions so you’re prepared for tax season or compliance checks.

Conclusion

Manual expense management costs small businesses valuable time and often leads to errors, frustration, and missed financial insights. Modern receipt scanner apps turn this process into a streamlined, automated workflow, powered by OCR, AI, and seamless integrations with popular accounting platforms.

Whether you’re a freelancer looking for a simple mobile tool, a small team needing automation without leaving QuickBooks or Xero, or a growing agency that wants an all-in-one solution, there’s a receipt scanner app tailored to your needs.

By choosing the right app and following best practices, you can transform expense management from a monthly headache into a strategic advantage that supports smarter business decisions and growth.

FAQs

1. Are there reliable receipt scanner apps for Android and iOS?

Yes. Fince AI is one of the top receipt scanner apps, offering fast, accurate receipt scanning alongside automated expense management, bookkeeping, and invoicing in a single mobile app.

2. How can small businesses track expenses effectively?

Small businesses can streamline expense tracking by using AI-powered automated expense management apps like Fince AI that automate receipt scanning, categorize expenses into tax-friendly buckets, and sync transactions with accounting software.

3. What features should I look for in expense management software?

Key features include high-accuracy OCR, multi-currency support (if you operate internationally), accounting software integrations , secure cloud storage, approval workflows for teams, duplicate detection, and mobile-friendly functionality. For larger teams, look for multi-user access, real-time reporting, and policy enforcement tools.

4. What are the best apps for expense management and receipt scanning in 2025?

Fince AI is best all-in-one automation of expense management, bookkeeping and invoice collection. Notable mentions are Expensify, Dext, QuickBooks and Zoho Expense