Receipt Scanning

Quick Answer: Receipt Scanning

Receipt scanning reads vendor, amount, date, tax, and line items from uploaded photos or PDFs so teams spend less time typing expense details. Snap a picture on mobile, upload from desktop, or attach a PDF invoice; review extracted fields on screen, adjust anything unclear, then save into Expenses or Reimbursements with one confirmation. Images stay attached to the expense permanently for audit support.

Scanning is available wherever expense intake allows attachments—Expenses Manager, reimbursement requests, and check deposit workflows for donation checks. Alignmint reads details automatically; faded or crumpled receipts may need manual edits. Foreign currency totals can pre-fill currency fields when Multi-Currency Expenses is enabled (Pro+). Fund accounting requires Plus or higher for expense posting; check OCR on deposits may have separate tier limits.

Clear photos on a flat surface reduce manual edits; store originals on each expense so auditors can open support from the General Ledger payment drawer.

Receipt Scanning

Best results come from clear, well-lit images with the full document visible. Supported formats include JPG, PNG, HEIC photos and PDF digital receipts.

What You Can Do

• Capture receipts from phone camera or file upload
• Review and edit extracted vendor, amount, date, and tax before save
• Attach scans to reimbursement and direct expense workflows
• Scan donation checks in Check Deposits for amount and check number
• Reopen stored images from any posted expense later

Common Tasks

Submit a travel receipt from your phone

1. Start a reimbursement or expense and choose Scan Receipt.
2. Photograph the receipt and wait for fields to populate.
3. Confirm category, fund, and purpose, then submit.

Attach a PDF invoice to a billable expense

1. Upload the PDF instead of a photo when the vendor emailed a digital copy.
2. Verify line totals before approving for payment.

Good to Know

Scanning accelerates data entry—it does not replace approver review or fund coding policy. For check batches, see Check Deposits for payer matching workflows scans do not perform automatically.

Clear photos on a flat surface reduce manual edits; store originals on each expense so auditors can open support from the General Ledger payment drawer.

Related guides

• Expense Tracking
• Reimbursements
• Check Deposits
• Multi-Currency Expenses