Program For Managing Receipts

 
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Old 10-09-2017, 09:58 PM   #21
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Re: Program For Managing Receipts


Today I made the jump...I made the investment in Neat and a Fujitsu iX500 scanner. Spent a couple hours tonight and scanned every friggin' receipt from 2017 and put them into job folders on Google Drive while Neat uploads them. I will fully admit, after scanning a crap-ton of paper receipts I'm depressed by how much paper was laying around...but the scanner was actually pretty impressive and didn't cause me too much stress. I went folder by folder from my file cabinet, removed any staples, and separated out 'wide' receipts vs 'skinny' receipts. With any luck, this will end my doom of receipts on every table in the house forever!
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Old 10-16-2017, 01:58 PM   #22
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Re: Program For Managing Receipts


Another option, if you use Quickbooks online, is hubdoc.com. You can easily email yourself invoice or have subcontractors send their invoices to a hubdoc email address and then you pull up the invoice in hubdoc.com and assign it to the correct account within Quickbooks Online and then just publish it to your Quickbooks Online account and then when you pull in your bank account information you simply match it. Also you can take photos of receipts with your phone using the hubdoc app and it stores it within hubdoc.

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Old 10-16-2017, 03:40 PM   #23
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Re: Program For Managing Receipts


Becareful with neat, crashes a lot, can't do much with it outside of neat. They make it next to impossible to cancel and when they do they still bill your credit card. Signing up is easy. Canceling and stopping charges is not
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Old 10-16-2017, 03:52 PM   #24
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Re: Program For Managing Receipts


Neat is out of the scanner biz.

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Old 10-16-2017, 04:24 PM   #25
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Re: Program For Managing Receipts


Register all your cards at the pro desk and they email you a receipt. Throw them in a file. Your cloud will back it up.

All my lumberyard receipts are in digital as well. Stored on my PC and a cloud server.


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Old 10-16-2017, 07:11 PM   #26
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Re: Program For Managing Receipts


I use an excell spread sheet. date invoice number, materials, and job name. Pretty easy to manage.
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Old 10-16-2017, 07:31 PM   #27
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Re: Program For Managing Receipts


And I can put a job name on each receipt as well.


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Old 10-16-2017, 07:44 PM   #28
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Re: Program For Managing Receipts


Here you can get an e-mailed receipt at any register would be sweet to put a po on it.

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Old 10-16-2017, 09:07 PM   #29
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Re: Program For Managing Receipts


Yep, I've kind of figured out that Neat is pretty glitchy and there's no good backup...so I'm out. I'll be checking out HubDoc, hopefully it works better? I do have HD, Wimsatt and a local yard e-mail receipts, but with so many friggin' vendors and receipts I can't 'just' have e-mails everywhere. I do admit I like that Neat sends everything to Quickbooks, but even that seems funky to me.
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Old 10-16-2017, 09:16 PM   #30
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Re: Program For Managing Receipts


Hubdoc works wonders if you get alot of emailed receipts and invoices. Just remember with Hubdoc you have to be using Quickbooks online. It also adds a copy of the receipt or invoice to Quickbooks.

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Old 10-22-2017, 09:41 AM   #31
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Re: Program For Managing Receipts


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I bought a ScanSnap scanner and scan every receipt into a folder with my Visa statement. I then copy the scanned receipts into their respective job folders on my Mac. I've been doing this since 2014 and the biggest time saver is if you need to find a receipt. Saving them as a searchable PDF it the way to go.
Like I said you really don't need a program with a good scanner, however the ScanSnap scanner comes with a ton of software if your inclined to use it.
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Old 10-24-2017, 01:22 AM   #32
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Re: Program For Managing Receipts


I think people are making a huge mistake by scanning receipts, throwing the receipts away and then thinking they can have an audit go smoothly because all the records are stored on a hard drive.

I learned that before you can create a record keeping system on a computer you must have a very good system that works with paper. Then, you can use, or create a computer system that mimicks your paper system.

If and when you get audited, I always found that it is better to make the auditor's job easier when you can print reports (not receipts) with a computer, but auditors like to see the physical receipts that back up the reports. Having nice neat paper folders that are synced with the computer's reports is much easier to work with compared to making an auditor have to retrieve and match every receipt by searching a computer and then having to print each receipt.

I look at computer programs every day and find that almost every canned software is too cumbersome.

Computers crash too often, they get stolen, backups get destroyed or lost, software companies disappear and software companies increase their monthly fees so high a company can spend a few thousand dollars every year for all the packages that are supposed to save time, but in the end actually waste time, money and can result in serious record keeping and tax problems.
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Old 10-24-2017, 02:23 AM   #33
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Re: Program For Managing Receipts


Quote:
Originally Posted by daffysplumbing View Post
I think people are making a huge mistake by scanning receipts, throwing the receipts away and then thinking they can have an audit go smoothly because all the records are stored on a hard drive.

I learned that before you can create a record keeping system on a computer you must have a very good system that works with paper. Then, you can use, or create a computer system that mimicks your paper system.

If and when you get audited, I always found that it is better to make the auditor's job easier when you can print reports (not receipts) with a computer, but auditors like to see the physical receipts that back up the reports. Having nice neat paper folders that are synced with the computer's reports is much easier to work with compared to making an auditor have to retrieve and match every receipt by searching a computer and then having to print each receipt.

I look at computer programs every day and find that almost every canned software is too cumbersome.

Computers crash too often, they get stolen, backups get destroyed or lost, software companies disappear and software companies increase their monthly fees so high a company can spend a few thousand dollars every year for all the packages that are supposed to save time, but in the end actually waste time, money and can result in serious record keeping and tax problems.
You don't even need the receipt if you use a card. Just need the statement.
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Old 10-24-2017, 07:42 AM   #34
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Re: Program For Managing Receipts


Quote:
Originally Posted by daffysplumbing View Post
I think people are making a huge mistake by scanning receipts, throwing the receipts away and then thinking they can have an audit go smoothly because all the records are stored on a hard drive.

I learned that before you can create a record keeping system on a computer you must have a very good system that works with paper. Then, you can use, or create a computer system that mimicks your paper system.

If and when you get audited, I always found that it is better to make the auditor's job easier when you can print reports (not receipts) with a computer, but auditors like to see the physical receipts that back up the reports. Having nice neat paper folders that are synced with the computer's reports is much easier to work with compared to making an auditor have to retrieve and match every receipt by searching a computer and then having to print each receipt.

I look at computer programs every day and find that almost every canned software is too cumbersome.

Computers crash too often, they get stolen, backups get destroyed or lost, software companies disappear and software companies increase their monthly fees so high a company can spend a few thousand dollars every year for all the packages that are supposed to save time, but in the end actually waste time, money and can result in serious record keeping and tax problems.
If you get audited, as long as you can provide a copy that clearly shows it is a legit receipt they don't care if it is a copy.

If you get audited the IRS will ask you to get the information, they are not going to go through your computer themselves. Plus they give you notice of the audit so you can get the information ahead of time.

Also the ink on the receipt will fade with time but being held digitally the ink will always be there, just make sure you back up the files and if you use quickbooks or Sage you can keep a copy of the receipt with the entry in Quickbooks.

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Old 10-24-2017, 07:52 AM   #35
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Re: Program For Managing Receipts


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Originally Posted by Californiadecks View Post
Register all your cards at the pro desk and they email you a receipt. Throw them in a file. Your cloud will back it up.

All my lumberyard receipts are in digital as well. Stored on my PC and a cloud server.


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This is pretty interesting Mike. Accessible wherever you are.
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Old 10-24-2017, 09:47 AM   #36
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Re: Program For Managing Receipts


Quote:
Originally Posted by daffysplumbing View Post
I think people are making a huge mistake by scanning receipts, throwing the receipts away and then thinking they can have an audit go smoothly because all the records are stored on a hard drive.

I learned that before you can create a record keeping system on a computer you must have a very good system that works with paper. Then, you can use, or create a computer system that mimicks your paper system.

If and when you get audited, I always found that it is better to make the auditor's job easier when you can print reports (not receipts) with a computer, but auditors like to see the physical receipts that back up the reports. Having nice neat paper folders that are synced with the computer's reports is much easier to work with compared to making an auditor have to retrieve and match every receipt by searching a computer and then having to print each receipt.

I look at computer programs every day and find that almost every canned software is too cumbersome.

Computers crash too often, they get stolen, backups get destroyed or lost, software companies disappear and software companies increase their monthly fees so high a company can spend a few thousand dollars every year for all the packages that are supposed to save time, but in the end actually waste time, money and can result in serious record keeping and tax problems.
My job isn't to make an auditor job easier, just to make mine easier.
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Old 10-24-2017, 06:51 PM   #37
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Re: Program For Managing Receipts


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This is pretty interesting Mike. Accessible wherever you are.


Yep, any Home Depot anywhere in the nation. I have every card in my wallet registered. It also allows you to do phone in orders as well. I use depot for smaller stuff. For convenience. But that smaller stuff adds up. It's important to have records of even a five dollar purchase.


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Old 10-24-2017, 08:19 PM   #38
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Re: Program For Managing Receipts


Daffy if your computer is crashing getting stolen or your backups are getting destroyed you have much bigger problems than how you manage receipts.

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Old 10-24-2017, 08:55 PM   #39
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Re: Program For Managing Receipts


Your computer crashing, and your backup including a cloud server, all going at the same time, is unrealistic for the most part.


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Old 10-24-2017, 09:53 PM   #40
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Re: Program For Managing Receipts


Yeah, Neat seems to slow down the gig...I'm to the point of just organizing receipts by job in Google Drive, then uploading them as an expense in Quickbooks Online and uploading the receipt to the 'bill' in QBO. Hubdoc seems like it may do the gig decently well, but I struggle with getting things organized by job there. I have them in folders now, but uploading a folder seemed cumbersome....I may dig a tad deeper into it yet.

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