Scan and import receipts

Scan with the camera

1. On iPhone or iPad, choose Scan from the dashboard or a job’s Expenses tab. Allow camera access when asked.
2. Lay the receipt flat in good light. Keep the full page inside the document scanner and avoid glare or deep shadows.
3. Capture each page of a long invoice. Check that the preview includes the full receipt; retake a blurred page.
4. Finish the scanner’s capture flow. The app combines the pages as receipt evidence and reads their text.
5. On the review screen, check the merchant, date, subtotal, tax, total, category and items. Assign the job if appropriate, then save.

Import an image or PDF

1. Choose Upload and select Photos or Files where offered. On Mac, use the photo or file import flow instead of camera capture.
2. Pick the image or PDF you want to use. For an iCloud Drive file, make sure it has downloaded and is readable.
3. Wait for processing. A multi-page PDF is processed as a receipt with combined page evidence.
4. Review the same fields as for a camera scan, then save. If importing from inside a job, confirm the suggested job assignment.

Review rather than assume

• Match the merchant and purchase date to the document. A date read as month/day can be wrong for a day/month receipt.
• Confirm that subtotal plus tax and any adjustments match the total. Tax-inclusive receipts may not show a simple separate tax line.
• Check quantities, unit prices and item totals. Suggested categories are editable and may not suit mixed purchases.
• Mark personal purchases appropriately; a supplier name alone does not make every item a business expense.

Save without an image

Use Add Expense to enter a cost manually if you cannot scan it. Enter the merchant, date and amounts you know, choose a category and job, and add a useful note. Do not invent a missing tax amount; retain the original evidence when you can.

Mac

iPhone

Fix a failed or poor scan

Try a clearer image, rotate the source if needed, and capture all pages. For a damaged receipt, correct the extracted fields or use manual entry. If the app has reached the free receipt limit, upgrading allows additional records; repeated scan attempts are not the allowance being counted.