Pro-Tips Monday: SmartScan

wkbarrett —  August 13, 2012 — 2 Comments

Hello Expensifiers!  I wanted to take this opportunity to touch on one of Expensify’s most powerful and handy features:  SmartScan.

Getting ready to SmartScan a receipt on the iPhone app.

What is it?

If you haven’t used it before, SmartScan is a feature that you can use to capture the merchant, amount, and date off of an uploaded receipt and automatically create an expense for it, or match it to an expense imported from a credit card.  SmartScan is one of the biggest time savers on Expensify so we want to make sure everyone knows what they need to to get the most out of it.

Recommended Usage

There are a number of ways to use the SmartScan feature, but probably the best workflow is to start with one of our mobile apps.  When you get a new receipt just take a picture of it using the app, and make sure that SmartScan is checked.  You can even add the SmartScanned receipt to a report at this stage so you won’t need to worry about this later on.  The SmartScan process will take about 10 minutes to complete, and once it does you will have an automatically created expense attached to your receipts.

SmartScan with Credit Card/Bank Import

You may ask, “But wait!  That expense came from a credit card that I have automatically importing.  Isn’t this going to create a duplicate expenses when that comes in!?”  Rest assured, a SmartScanned receipt will be waiting and ready for that imported expense to come in.  As soon as it does the SmartScanned receipt will grab that imported expenses and attach itself to it.  This helps to make sure that your expenses are always in order and not duplicated.  Now, by just taking one simple action on the mobile app, you have a completed expense with the receipt attached on your report waiting to be reimbursed.  Compare that to typing it up yourself and hunting for the receipt image, or even to the prehistoric act of taping your receipt on paper after editing and printing an Excel spreadsheet, and I think you will agree it will save you a great deal of time!

A receipt undergoing SmartScan on the website.

Something To Look Out For

One thing to look out for here is to make sure you are not manually creating an expense for the receipt that you are SmartScanning.  The whole point of using SmartScan is that it will automatically create the expense for you, so you don’t want to unnecessarily duplicate this work and end up with a duplicate receipt.  Just sit back and let SmartScan do it’s magic.

Free Refills!

Each Expensify account gets 10 free SmartScans, and we even top off that pool each month, so you will always have a healthy amount ready to go.  If you need to use more than this you can purchase additional SmartScans for 20¢ each.

As always, if you have any questions, or if there is anything in particular that you would like us to touch on in a future Pro-Tip, please let us know at help@expensify.com.  Now go have fun SmartScanning!

2 responses to Pro-Tips Monday: SmartScan

  1. 

    Doesn’t seem to work for me. Anything I might be missing??

  2. 

    Hey Dolly,

    That’s no good! Please contact help@expensify.com so we can get this sorted out. Thanks!

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