Managing business expenses can quickly become overwhelming, especially when dealing with paper receipts, manual data entry, and lost documentation. A receipt scanner app helps small business owners digitize, categorize, and store receipts automatically, making bookkeeping easier and tax season stress-free. But with so many options out there, how do you know which one is best for your business?

Here’s a quick breakdown of the 8 best receipt scanner apps for small businesses in 2025, including their key features and how they can streamline expense management.

1. Expensify

Expensify is a powerful receipt scanner app designed for businesses that need automated expense tracking and reimbursement tools. With its SmartScan technology, users can take a picture of a receipt, and Expensify will automatically extract key details like date, amount, and vendor while categorizing the expense. It also integrates with popular accounting software like QuickBooks, Xero, and NetSuite, making it a great choice for businesses looking to streamline workflows.

Beyond scanning receipts, Expensify offers features like corporate card syncing, expense policy enforcement, and real-time reimbursements, making it a favorite for businesses with frequent travel expenses or multiple team members submitting receipts. It also provides per diem tracking, mileage logging, and approval workflows, so all expenses are accounted for in one centralized platform.

  • Biggest Benefit: AI-powered scanning and integration with accounting software.
  • Biggest Drawback: Higher pricing plans may not be ideal for small businesses.

2. QuickBooks Online Receipt Scanner

For businesses already using QuickBooks Online, the built-in receipt scanner is a natural choice for seamless bookkeeping and automated expense tracking. This tool allows users to snap a picture of a receipt, and QuickBooks automatically extracts and categorizes the transaction details. Since it syncs directly with the accounting platform, business owners can track expenses in real-time and match receipts to bank transactions, ensuring accurate financial records.

The QuickBooks receipt scanner is especially useful for teams that need multi-user access, allowing employees to upload receipts from their mobile devices while business owners or accountants review and approve expenses. With cloud storage, all receipts are securely saved and easily accessible during tax season, helping businesses stay audit-ready.

  • Biggest Benefit: Direct integration with QuickBooks for accounting and receipt tracking.
  • Biggest Drawback: Only available with a QuickBooks subscription.

3. Shoeboxed

Shoeboxed is a receipt management app designed for businesses that handle a high volume of paper receipts. Unlike other apps that rely solely on digital uploads, Shoeboxed allows users to mail in their physical receipts, which are then scanned, categorized, and stored in a searchable database. This feature is particularly useful for businesses with frequent travel expenses or those needing IRS-accepted digital storage for tax compliance.

In addition to receipt scanning, Shoeboxed includes mileage tracking, business card scanning, and expense report generation. The platform integrates with accounting tools like QuickBooks and Wave, making it a practical solution for businesses that want both digital and physical receipt management.

  • Biggest Benefit: Mail-in service makes it easy to digitize large quantities of receipts.
  • Biggest Drawback: Processing time for mailed receipts can be slow.

4. Neat Receipts

Neat Receipts is a cloud-based receipt scanning and expense management tool that helps businesses organize financial documents effortlessly. It allows users to scan, upload, and categorize receipts, storing them securely in the cloud for easy access. The app’s AI-powered categorization automatically assigns expenses to the correct tax categories, making bookkeeping and tax preparation more efficient.

One of Neat Receipts’ standout features is its robust reporting tools, which generate detailed expense reports and spending insights. Business owners can export reports in PDF, CSV, or QuickBooks formats, ensuring seamless financial tracking. This app is an excellent choice for businesses that need centralized access to financial records without the hassle of paper storage.

  • Biggest Benefit: Secure cloud storage and AI-powered categorization.
  • Biggest Drawback: Higher subscription costs compared to free or low-cost alternatives.

5. Wave Receipts

Wave Receipts is a free receipt-scanning app designed for freelancers, solopreneurs, and small businesses looking for an affordable way to track expenses. As part of the Wave ecosystem, it integrates with Wave’s free accounting software, allowing users to scan receipts, categorize transactions, and generate financial reports without additional costs.

With mobile scanning capabilities, business owners can snap a picture of a receipt, extract details automatically, and sync expenses to their Wave account. While Wave Receipts is a great budget-friendly option, it lacks some advanced features found in premium apps, such as automated approval workflows and direct accounting software integrations beyond Wave.

  • Biggest Benefit: Completely free receipt scanning for small businesses.
  • Biggest Drawback: Limited integrations with third-party accounting platforms.

6. Evernote Scannable

Evernote Scannable is a multi-purpose document scanning app that excels at capturing and storing receipts, invoices, and other business documents. While not solely designed for expense tracking, it provides high-quality scanning and cloud synchronization, making it a great option for businesses that need a versatile scanning tool.

With Evernote Scannable, users can instantly digitize receipts and save them directly to Evernote, where they can be organized into notebooks for easy retrieval and expense tracking. Though it lacks direct accounting software integration, it’s ideal for business owners who want a free, high-resolution receipt scanner that doubles as a document management tool.

  • Biggest Benefit: Versatile scanning tool with high-resolution image capture.
  • Biggest Drawback: Lacks direct integration with accounting platforms.

7. Dext (formerly Receipt Bank)

Dext, previously known as Receipt Bank, is a powerful receipt management tool designed for businesses and accountants who need real-time expense tracking and automation. It uses OCR (Optical Character Recognition) technology to extract key receipt details, categorize expenses, and export data directly into accounting platforms like QuickBooks, Xero, and Sage.

Dext’s advanced features include multi-user access, AI-powered categorization, and automatic bank reconciliation, making it an excellent choice for businesses with accountants or bookkeepers managing their finances. It’s particularly valuable for teams that need collaborative financial management and streamlined expense processing.

  • Biggest Benefit: Real-time expense tracking and integration with accounting software.
  • Biggest Drawback: Pricing may be higher than simpler receipt scanning apps.

8. Smart Receipts

Smart Receipts is a customizable expense-tracking app that allows business owners to scan receipts, track expenses, and generate in-depth financial reports. Unlike many one-size-fits-all receipt scanners, Smart Receipts offers flexible settings that let users tailor expense categories, report formats, and export options to fit their specific needs.

One of its standout features is mileage tracking, making it ideal for businesses that reimburse travel expenses or need detailed reports for tax deductions. Users can export expense reports in PDF and CSV formats, ensuring easy integration with accounting software or manual bookkeeping systems. While it lacks built-in cloud storage, it provides a high level of customization for businesses that require detailed expense tracking.

  • Biggest Benefit: Customizable reporting and built-in mileage tracking.
  • Biggest Drawback: No native cloud storage, requiring manual storage solutions.

How to Choose the Best Receipt Scanner for Small Business

With so many receipt scanner apps available, choosing the best receipt scanner for small business depends on your specific needs, budget, and accounting setup. Here are a few key factors to consider when selecting the right app:

  1. Integration with Accounting Software. If you already use QuickBooks, Xero, or another accounting platform, look for a receipt scanner that seamlessly integrates with your existing financial tools. Apps like Dext and QuickBooks Receipt Scanner automatically sync receipts to accounting software, saving time on manual data entry.
  2. AI-Powered Categorization & Automation. Some apps, like Expensify and Neat Receipts, use AI-powered categorization to organize receipts and assign tax-friendly expense categories automatically. This feature reduces human error and speeds up the bookkeeping process.
  3. Cloud Storage & Accessibility. For businesses that need long-term storage and easy access to past receipts, a cloud-based app like Shoeboxed or Neat Receipts ensures receipts are securely stored and retrievable from any device. If cloud storage isn’t a priority, Smart Receipts or Evernote Scannable may be good alternatives.
  4. Multi-User Access & Team Collaboration. If your business has employees submitting expenses, choosing an app with multi-user access and approval workflows—like Expensify or Dext—ensures a smoother reimbursement process. These features allow employees to upload receipts while keeping business owners in control of approvals.
  5. Pricing & Budget Considerations. Some receipt scanner apps, like Wave Receipts, offer completely free expense tracking, making them ideal for freelancers or small businesses on a budget. However, premium apps like Dext and Expensify provide advanced automation and integrations that justify their higher subscription costs.

By evaluating these factors, small businesses can choose the best receipt scanner—one that streamlines expense tracking, improves financial accuracy, and saves time.

How North One Helps Small Businesses Manage Expenses

While a receipt scanner app helps track expenses, a smart business banking solution ensures that those expenses are properly categorized and managed. North One makes it easy for small business owners to stay financially organized by automating expense tracking, categorizing transactions, and integrating seamlessly with accounting software.

With North One, business owners can create dedicated budgeting envelopes to allocate funds for specific business needs, such as taxes, payroll, or operating expenses. Plus, by pairing North One with the best receipt scanner for small business, users can efficiently track spending, store receipts, and maintain accurate financial records—all in one streamlined system.

Start Simplifying Expense Management

Keeping track of business expenses is crucial for accurate bookkeeping, tax deductions, and financial planning. By using a receipt scanner app, small business owners can digitize receipts, automate expense tracking, and reduce manual data entry, making tax season and financial reporting much easier. 

Pairing a receipt scanner app with North One’s business banking tools creates an even more efficient financial management system. With automated transaction categorization, budgeting envelopes, and seamless expense tracking, North One helps businesses stay organized and financially prepared year-round. Open a North One account today and take control of your business expenses with smarter banking.