Advice On How Everyone Currently Manages Receipts

LWanderWoman on 19/05/2017 - 11:46

Hey guys,

I'm new to the forum so wanted to say a quick hello and give a brief intro.

I'm working on a new project at the moment and something that came up again and again at work seems to be the different ways in which everyone manages receipts. My colleagues all seemed to be shocked when I suggested that I kept mine in my wallet or in my sock draw, whereas they seem to use a little bit more of a sophisticated system by means of a personal organizer or file.

I was wondering how everyone else currently keep track of them all?

Thanks

Sakhita

Financial

Comments

  • nocure on 19/05/2017 - 11:48
    +14

    Filing cabinet and manilla folders. Also make sure you photocopy the important ones, especially Bunnings as they fade quickly.

    • Hirolol on 21/05/2017 - 19:39

      do you file them by store or in categories or by month?

      • nocure on 21/05/2017 - 19:42

        Alphabetically by store and cross referenced by product.

        • TRENT86 on 21/05/2017 - 20:48
          +1

          Lol wow that's dedication Nocure :) Mine are all stored across the place but I usually register my products online so I don't need receipts for warranty :)

        • Ch Rs on 22/05/2017 - 04:01

          @TRENT86: aint stores gonna ask for receipt anyhow?

  • Darkii on 19/05/2017 - 11:50
    +12

    Digitally. Photo to Dropbox

    • fwdcelica on 22/05/2017 - 13:20

      or Scan at work and email to self !

    • Helmuth on 22/05/2017 - 16:43

      Yep, scan to Dropbox folder with date and object in the filename. A lot of receipts are on thermal paper which lasts about as long as a fart takes to dissipate. If there's a 10 year warranty with it, I want to be able to prove that I'm eligible for a claim :)

  • Nugs on 19/05/2017 - 11:53
    +25

    laying around on computer table - yeah it's a mess

    • Illian on 20/05/2017 - 13:58
      +2

      This is my method, it hasn't worked very well..

      • zealmax on 20/05/2017 - 19:51
        +1

        Tax time is like cramming for the HSC. Using lightroom to try and make out what is on the faded receipts.

    • EnALup on 21/05/2017 - 13:12

      How can you be so lazy. I put them in my computer drawer.
      yea yea I know, its a mess there as well…

      • Nugs on 21/05/2017 - 19:13

        don't have a drawer….

  • retiredfeline on 19/05/2017 - 11:55
    +3

    Depends on what kind of receipt. Supermarket and similar receipts are either tossed immediately or if there's an item I might return get put in a stack where the oldest receipts get culled periodically. Receipts for bigger spends go into a hanging folders, labelled car, appliances, etc. Emailed receipts go into mail folders by store. Downloaded receipts go into file folders by store.

  • geek001 on 19/05/2017 - 12:04
    +3

    I keep my receipts in a drawer and go through them during tax time. Most are tossed during that time unless the item that I bought is still under warranty. Email Receipts go into an email folder called Receipts followed by year, Receipts-2016 for example. I also keep boxes for items with longer warranty(more than 1 year) for documentation purposes.

  • [Deactivated] on 19/05/2017 - 12:04
    -2

    i pay by card

    • mccarthyp64 on 20/05/2017 - 17:52
      +13

      Why all the downvotes? A bank/credit card statement is still valid proif for refund under consumer law.

      • kyoba on 21/05/2017 - 09:30

        That's true but there are other purposes to receipts other than refunds for example taxation purposes which i suspect why the downvotes.

      • murkywater on 21/05/2017 - 12:11

        I see. What about for warranty purposes? If you buy some electronic goods, they might have an SKU and a unique ID which needs to be matched up against?

        • TenaciousTom on 22/05/2017 - 12:00

          All electronic goods I've bought in the past 5 years have been linked to the account at the place I bought it from.

      • PcisT on 21/05/2017 - 18:39
        -2

        Not necessarily. A bank statement may show you spent $100 at Store XYZ, but does not specify the product—it could be a number of items.

        • mccarthyp64 on 21/05/2017 - 19:20
          +4

          It's definitely enough information to bring up the transaction in their POS system

        • TenaciousTom on 22/05/2017 - 12:00
          -1

          You're aware this is 2017?

        • PcisT on 22/05/2017 - 15:36

          @mccarthyp64:

          That's correct. However, I'm speaking in broad terms.

        • mccarthyp64 on 22/05/2017 - 17:45
          -1

          @PcisT: That's why you're wrong and I'm right

        • PcisT on 22/05/2017 - 18:09

          @mccarthyp64:

          Nah, but I'm not 12, so I'll let you win ;)

        • mccarthyp64 on 22/05/2017 - 18:20

          @PcisT: ;)

  • inherentchoice on 19/05/2017 - 12:05
    +10

    For items with warranty I put them in the original product box and keep the boxes in the garage.

  • CyberMurning on 19/05/2017 - 12:09
    +1

    There is an mobile app by Microsoft which is free and highly recommended by some, forget the name.

    • R-Man on 19/05/2017 - 12:11
      +1

      Office Lens? straightens up photos of receipts so they look like they've been scanned

      • hashtagbargain on 19/05/2017 - 13:45
        +7

        For those interested, here's the link
        Office Lens by Microsoft Corporation
        https://appsto.re/au/d92k6.i

        • nobby on 19/05/2017 - 15:33
          +7

          For those that use Google, there's a scanning function built in the Drive app. This also allows straightening of scans.

        • bumblebeetuna on 21/05/2017 - 08:42

          @nobby: +1 for office lens. While the android version is a bit crap in that it doesn't scan multiple pages, it does a beautiful job on making a searchable (OCR) PDF. Any time i tried this with Google Drive, the PDF is not searchable. I have tried a bunch of scanning apps, and they're all pretty useless at making decent searchable PDF - they recognise text, which isn't really the same thing.. Office lens does the best job. If you're on iOS, it'll do multiple pages.

          back to original question, i use office lens to scan all receipts, synced to Tresorit. Since PDFs are searchable, it's easy to find what i need, little organising. Usually burn or shred the originals - most fade over time (probably deliberately) so don't care about them too much.

        • bobwokeup on 22/05/2017 - 20:47

          @nobby: I don't think the scan feature is available anymore. Can use the camera within the app but that doesn't crop, adjust quality, etc. It also saves the picture to your Photo Library which is a pain as you need to manually delete it. I've used a few scanning apps and Scannable is the best.

  • Gunther on 19/05/2017 - 12:24
    +2

    Dropbox. 10second process, Take Photo, Upload to Dropbox into tax related years/folders.

  • Skramit on 19/05/2017 - 12:28
    +52

    I call my Dad at the ATO office and he tells me how to handle my receipts….

    • No ONE on 21/05/2017 - 12:18
      +5

      Is your dad tax deputy commissioner by any chance :D

  • railspider on 19/05/2017 - 12:42

    Any good apps for receipt storage?

    I'd expect to be able to take a photo, add some tags, and have it stored and searchable for 7 years. I know this can be done manually via dropbox, but an app would be easier.

    • Sensiekatie on 20/05/2017 - 13:30
      +1

      Iemize - but not sure how good it is

    • darkchoc on 20/05/2017 - 23:47
      +2

      Waveapps wave receipts

    • ajxutao7 on 21/05/2017 - 08:54
      +1

      Evernote premium

    • chrisburnett on 23/05/2017 - 08:08

      Scanner pro

  • jsediv on 19/05/2017 - 12:56
    +1

    CamScanner on the iOS is a great free receipt "scanner".
    Just take a picture, adjust the crop then it auto adjusts the contrast to make the paper white and the text a rich black.
    You can store multiple receipts in folders and rename them within the app.

    Edit: I think the paid version can auto retype the text rather than an image but the images are good enough.

    • inherentchoice on 19/05/2017 - 14:04
      +4

      CamScanner is on Android too.

      • hayne on 22/05/2017 - 23:22

        Haven't used CamScanner but Scanbot is a great free scanning app. I used JotNot before as well but Scanbot is fantastic at automatically recognising the receipt and snapping it straight away - super fast processing. Can upload directly to Dropbox or similar so it's just a matter of clicks.

        The pro version allows you to search for the text in your scans, use tags to quickly categorise and also has an auto name function. I haven't bothered shelling out for the pro version but am pretty impressed with the free one.

  • Ryanek on 19/05/2017 - 13:08
    +3

    Evernote. It has text recognition so you can search receipts if you need to.

  • cupcake on 19/05/2017 - 13:49
    +2

    All my receipts go into a shoe box marked with the financial year. For example, 2017.
    One shoebox for every year starting July 1st.
    I keep receipts for everything.

    Just have to sort it when tax time comes.

  • outlander on 19/05/2017 - 14:13
    +2

    Right now they get collected in jar, which is emptied at the start of the month into a ziplock bag and stored in a shoebox by month and year

    That's far from the best method though. Its a good idea to scan them so you have a digital copy. I was thinking of building a jig out of scrap wood so I could do that with my phone. Still working on that one though

    The other idea I had was to photocopy receipts for big items like fridges or Tvs, and stick the copy on the back of the item so if it ever breaks you can get it fixed or replaced. It seems like the world is heading in that direction, lower cost items that are more likely to break prematurely and sellers that promise big and then do everything they can to welsh on the warranty, so having things organised and documented is getting more important than ever if you don't want to get ripped off.

    You keep yours in your sock drawer? Where do you keep your socks?

    • retiredfeline on 19/05/2017 - 14:15
      +2

      Where do you keep your socks?

      In the shoebox perhaps.

      • cupcake on 19/05/2017 - 14:19

        Or perhaps in the bedside table.

        • Wystri Warrick on 21/05/2017 - 04:41

          Or perhaps the products packaging.

    • Sensiekatie on 20/05/2017 - 13:39
      +3

      I scan receipts for items with warranty and save in warranty folder - if possible with warranty expiry in name, do can be culled when expired. Starting to organise by stores.

      Save another copy in relevant folder in tax if it's relevant to the return.

      Makes me sound super organised. In reality, there is a large physical folder right now with a label to be scanned.

      Hubbie refuses to help the system and puts them in a filing basket for me to find. He now scans too but prints a copy, rather than saving and filing in a folder (just love double handling - such a waste of time). Still refuses to throw out useless, irrelevant receipts, so that filing basket is a nightmare.

  • Yummy on 19/05/2017 - 14:45
    +2

    Scan only important ones, then named the file like 20170531_bigw_seagatehdd100tb.pdf. Toss the hard copy. Win.

    • Euphemistic on 19/05/2017 - 16:59

      This.

      I'm in the process of getting rid of a filing cabinet. Have shredded over two garbage bags full of stuff as old as 1998, still some to go. Anything important has been scanned, and backed up.

      OCR on scans, plus a decent file name makes them easy to find in the big receipt folder on the computer.

      • John Kimble on 19/05/2017 - 17:14

        I need to do this. I am a hoarder; I recently found a receipt from BBC hardware in 1995. Although it was partially sentimental…receipt for my first and only Mother's Day present. haha

        • retiredfeline on 19/05/2017 - 18:11
          +1

          my first and only Mother's Day present

          Did you have a sex change after that? LOL

        • John Kimble on 19/05/2017 - 18:12
          +1

          @greenpossum: haha sorry, my first and only Mother's Day present "that I bought my mother".

  • Kail on 19/05/2017 - 15:52

    In a small box in my drawer never to see daylight again.

  • [Deactivated] on 19/05/2017 - 17:44
    +2

    I use them as toilet paper. Saves me about $30 a year.

    • John Kimble on 19/05/2017 - 17:57
      +3

      haha, do you spend that $30 on cream for your anus??? :p

      • Yummy on 19/05/2017 - 20:59
        +4

        Cream & then a bleach. Imagine all the inks accumulates right around the cavity… it's like black hole in space.

  • snowcold on 19/05/2017 - 19:24
    +3

    I toss out our the grocery bills. Others I scan using the Dropbox's built in scanner (iOS)

    I try to get my phone/internet/utility bills via email and have a workflow script to backup the PDFs into google drive

    If you archive files digitally, decide on a naming scheme. It helps a lot when you are looking for something specific. I use YYYYMMDD_StoreName_Description

  • saharaci on 20/05/2017 - 07:29
    +5

    This is complete overkill but I scan receipts issued on the same day to the same PDF (eg 20170520.pdf) and then upload to Google Drive. I then record the purchase in an Excel spreadsheet I set up and link the purchase to the receipt.

    While it can be time consuming when I've got a lot of receipts, it's saved me a few times when it's come to returns. I've also successfully been able to tell a friend exactly how much it cost me to buy ingredients for a dessert I baked months earlier.

    • outlander on 20/05/2017 - 15:44
      +1

      This is complete overkill

      Not in my books

      It depends how long it takes you though. Ever work that one out? I would like to do something similar, even going further to itemise each receipt so that I could work out things like how much butter, paper towels etc I consume, but at some point you're spending more in time than any realistically possible savings.

      • saharaci on 21/05/2017 - 06:23
        +2

        The initial setup took some effort (I created some VBA in my spreadsheet to automate the generation of hyperlinks and also generate a summary table based on how I've categorised each entry), but truth be told, I like that sort of thing.

        Now it's usually 15 minutes on a weekend which isn't much at all. With my categories ("grocery", "petrol", "gym" etc) I can tell exactly how much I've spent and look for possible savings.

        I've considered putting everything into an SQL database and itemising everything like you mentioned, but like you said, time!

        • decr on 21/05/2017 - 08:20

          Time… Do it on work time so you actually get paid to do it!

  • chrisburnett on 20/05/2017 - 08:12
    +3

    I use Scanner Pro (iOS) and I can't say enough good things about it. Scanner Pro - PDF document scanner app with OCR by Readdle Inc.
    https://appsto.re/au/lva5t.i

    Let's you make folders to store docs, back up to the iCloud, syncs to other devices automatically, can upload to Evernote or Dropbox. Can use OCR. It's bloody brilliant.

    I scan in everything and shred originals. I have folders for each tax year and receipts go straight in. It's searchable so when I need a receipt for a warranty, I have it in seconds. All my bills are scanned and turned into PDFs immediately they arrive, no more filing or lost bills. It's like magic.

    • [Deactivated] on 20/05/2017 - 20:52
      +1

      Scanner Pro is great indeed.

  • blackstarzes on 20/05/2017 - 10:27
    +1

    I use the expensify app. Great for managing receipts (along with their photos) and allows you to tag them as billable/reimbursable if you're claiming. You can use tags, categories to assign receipts against projects and create reports as well. I use the free version and find that it is more than enough for my needs.

  • conan2000 on 20/05/2017 - 11:55
    +1

    Scan all of mine, and name the files by date and what they are. All stored in separate folder on Microsoft OneDrive, depending on whether they are for tax return purposes or warranty etc. All bills/correspondence similarly organised.

    General day to day receipts such as grocery, coffees, lunches etc just go in the bin.

    Digital copies saves fading and means I can find them easily. I tend to do the scanning about once a month or so and then shred all paper copies to save the house being cluttered.

  • penfold1251 on 20/05/2017 - 13:28
    +3

    For anything "non-consumable" I pile them up in a large 50L plastic tub (that I would like to organise "one day" - ha ha). It's probably half full after 7-10 years… sad but true.

    On the rare occasion I actually need a receipt, it has been surprisingly quick to find it. They end up in a sort-of chronological order…

    I'm a tidy organised person trapped in a messy disorganised person's body! ;o)

  • [Deactivated] on 20/05/2017 - 13:47
    +1

    Good ol shoebox under the bed trick.

  • biltong2go on 20/05/2017 - 17:10

    +1 for Google Drive App (free)
    – it has a 'Scan' function that automatically crops, un-distorts, converts to black-and-white, generates a PDF, and will upload to a Google Drive folder.

    At the office I have a special document scanner, but find my smartphone with the Google Drive App works best for receipts.

    • bobwokeup on 21/05/2017 - 15:36

      I've been using Google Drive for a while now but I can't find the 'Scan' function? I know it has 'Use Camera' but that doesn't crop, un-distort, convert to black-and-white or generate a PDF.

  • zooter on 20/05/2017 - 17:23

    Is scanned copy of receipt accepted for warranty purposes?

    • happydude on 20/05/2017 - 18:24

      You need proof of purchase. This can be a receipt, copy of a receipt, bank statement, video of you purchasing it etc …. any thing that a on the balance of probabilities shows you bought the item.

    • chrisburnett on 21/05/2017 - 07:16

      Under Australian Consumer Law it is, thanks The Checkout.

  • aimon on 20/05/2017 - 17:36
    +2

    Scanned into evernote. Mobile app is great at scanning documents. Do this for tax. One search and I send the link to my accountant. Deductions done.

  • Hansi on 20/05/2017 - 17:38

    Scan them in, file name contain shop date product and warranty, upload to the cloud. Hard copy filed. Once warranty is over / not needed for ATO or GST back = dispose

  • malouphix on 20/05/2017 - 19:29
    +2

    Shoe box.

  • Mrbean007 on 20/05/2017 - 19:53
    +1

    Normally i put away my warranty ones in a safe place but for some reason i turn the house upside down when looking for them to make a claim

    Other then that if it hasn't got any special dockets straight in the bin unless its for tax purposes :/

  • mobo on 20/05/2017 - 20:49

    I use an app called chambu https://play.google.com/store/apps/details?id=com.chambu
    Does the job. Dunno if there's better ones but this works for me. saves the receipt in the cloud and asks you how long warranty etc when you upload

  • kbzj on 20/05/2017 - 21:09
    +1

    I scan everything. Fuji scansnap s1500, does OCR automatically, and auto duplex sheet feed too. All goes into onedrive which can search the OCR. Onedrive self OCRs any pictures or documents as well, but making sure it's fine already means that I can move my stuff else where of I want.

    I scanned a bunch of my old receipts and paperwork, and shredded 99.9%. Kept only a handful of hard copies.

    Today I used a scanned receipt on my phone to return something at bunnings, so it's working fine.

    I used the same scanner to digitise my massive printed photo collection, from back in the film days.

  • Dumax on 20/05/2017 - 21:47
    +1

    I let my receipts build up over the years. I eventually decided to scan them and use OCR to make them (mostly) searchable, I then uploaded them to Dropbox for easy access. The only problem is that you need to be extremely motivated to remain on top of it.

    • chrisburnett on 21/05/2017 - 07:18
      +2

      My laziness is why I use an app on my phone to scan. I do it as soon as I get a receipt or open a bill. If I didn't, I'd have my mountain of paperwork that torments me come tax time every year.

  • darkchoc on 20/05/2017 - 23:50
    +1

    Waveapps wave receipts.

    Expensify is another.

    Just snap a photo. Upload. And organise using waveapps oh the computer when needed

  • konazz on 21/05/2017 - 00:04

    I use the basic QuickBooks online + receipt bank for tax receipts and major warranty.

    QBO is good for personal budgeting as well (I have grocery accounts etc.) and keeping an eye on expenses. Also downloads all 7 of our accounts nightly.

    Receipt bank is good for receipts but expensive. But it links the receipt to the transaction in QBO

  • apptrack on 21/05/2017 - 00:23

    I use an app called vehicle logger. Can be used for cars and receipts.

    It helps you take the photo :)

    Worth the few $$

  • decr on 21/05/2017 - 08:24
    +1

    Someone keeps receipts? All of mine are from China thanks to OzB deals…

  • Pigey on 21/05/2017 - 11:15

    I use Wave Receipts.

    One of the few decent free dedicated apps out there.

  • Hirolol on 21/05/2017 - 11:31

    So I see people saying they use Manila folder
    Do you guys just do it by store then chuck them all in ?

    • retiredfeline on 21/05/2017 - 12:12

      I do it by category, e.g. appliances, car, etc. mainly for warranty. Unlikely to be needed but just in case. Usually the appliance dies or is given away first and then I can cull the invoice. Hardly any of my purchases qualify as income expenses so I don't need a scan and retrieve system. Of course, electronic invoices are stored that way.

  • No ONE on 21/05/2017 - 12:22
    +1

    Readdle app is the way to go.

    Capture: Scanner Pro
    Store: PDF Expert

    Original: keep in pile of receipts in a tough envelop (kogan sim enevelop : reuse)

  • Architectonic on 21/05/2017 - 13:48
    +1

    Staple the receipt to the manual.

  • pogichinoy on 21/05/2017 - 15:17

    I log every dollar I earn and spend in a Windows app called Gnucash.

    Depending on the product or service purchased, I keep receipts in manilla folders in a filing cabinet.

    There are apps that allow you to capture a photo of receipts/invoices.

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