Accurate records, compliance, and efficiency are but a few words that sit at the forefront of the minds of anyone who handles receipts daily. You may even find yourself wading through a sea of paper receipts or digital scans, struggling to process them efficiently and extract the relevant information for financial or expense reporting.
Fortunately, there are solutions available to streamline this process and transform the way you handle receipts: scanning them directly into Excel. In this blog, we’ll explore how you can harness the power of modern technology to seamlessly scan receipts into Excel, revolutionizing your workflow in just a few simple steps.
Why Convert Receipts into Excel?
Before we dive into the steps, let’s go over some of the reasons why you may want to convert receipts to Excel:
- Duplicate Detection: When receipts are converted into Excel, it becomes easier to identify duplicate expense claims. With Excel you can sort and filter to quickly spot entries with identical or similar details, reducing the risk of accidental double payments or fraudulent activities.
- Streamlined Organization: Converting receipts to Excel allows for centralized organization of all financial data. Instead of sifting through piles of paper or numerous digital files, you can neatly categorize and access receipts within a single Excel format or a spreadsheet, making it easier to locate specific transactions whenever needed.
- Seamless Data Analysis: Excel provides robust tools for expense tracking and management. By inputting receipt data into Excel spreadsheets, you can categorize expenses, calculate totals, and generate comprehensive reports effortlessly. This streamlines the expense management process, making it easier to monitor spending, budget effectively, and identify areas for cost optimization.
- Digitization of Physical Documents: Storing receipts in Excel format contributes to efficient document management. Unlike physical receipts, which can easily get lost or damaged, digital records in Excel are easily searchable and can be securely archived for future reference. This ensures that important financial documents are organized, accessible, and protected against loss or damage.
Now we have laid out the benefits of scanning receipts into Excel, we can explain how the process works with Klippa Dochorizon.
Steps to Convert Receipts Into Excel With Klippa
You can follow the simple 7 steps below to complete your receipts to Excel workflow automation with Klippa.
Step 1: Sign Up on the Platform
Begin by signing up on the DocHorizon Platform. Provide all required details, and create your organization & project to get started.
Step 2: Scan and Upload Your Receipts
Before you start your workflow, it is necessary to digitize your receipts. You can do this by taking a picture of the receipt with a mobile device or using a scanner. With Klippa’s mobile scanning SDK, for example, you can benefit from enhanced image detection quality, thanks to the AI image processing features. These scanned images can then be saved to a folder or drive depending on the preferred application within your organization. In this case, we will be illustrating this with a Google Drive.
Step 3: Start the Workflow
Great, you’ve signed up to the platform and have uploaded your receipts. You are now ready to use the flow Builder to build your workflow. To start the flow you need to select a source, from which receipts can be retrieved. In this example, we are going to be using a Google Drive folder where receipts can be uploaded.
For whatever scenario you are scanning receipts to excel, you can easily have all receipts submitted or uploaded to this drive. You’ll need to select New File from the list of actions. This activates a trigger every time there is a new file submitted.
Step 4: Select Files For Data Capture
Because we are using Google Drive in this scenario, we have to trigger an export action from Google Drive that contains the submitted receipts. You can do this by selecting the export file component from the drop-down menu.
Step 5: Capture & Extract Data
In this step, select the financial capture mode and select the receipt processing preset. With this, the platform can read, capture, classify, and extract the information from the input source. At this stage, our platform also automatically verifies the document, flagging any document fraud or document tampering that it detects.
Step 6: Convert Extracted Data
At this stage, you can select from the list of utilities, the convertor which allows you to convert the data that has been extracted from the receipts in the data capture step. This will convert the JSON output to XLS (Excel) format which will be easier for you to process.
Step 7: Select the Output File Destination
Now the data has been scanned, extracted, and is ready to be uploaded to a file or folder of your choice. Because we are using Google applications for this example, you can select the Google Drive folder of your choice where the captured data can be imported.
Step 8: Trigger Alert
At this stage, the data has been extracted and is ready for you to process, now the next step is up to you. We have selected to trigger an email notification every time a receipt is processed. This way, when a new receipt is processed the person in the the right person gets alerted within your organization.
In just a few steps, you can convert receipts to make receipt processing workflows better in your day-to-day. Klippa DocHorizon luckily provides you with the best solution for document automation processes. In the following section, we will introduce you to the other benefits you can enjoy with Klippa DocHorizon as your partner.
Scan Receipts into Excel Workflow with Klippa
Klippa DocHorizon is an Intelligent Document Processing platform that allows you to automate workflows including converting receipts to Excel. With our platform, you can create seamless processes in daily business activities and enjoy the benefits of automation. Some of these benefits include:
- Automated data extraction – Spend less time on extracting data from receipts and eliminate the risk of manual errors.
- Automated document verification – Easily verify the authenticity of receipts with document fraud detection to prevent expense fraud or loyalty fraud.
- Document conversion – Convert receipts into many business-ready data formats, such as JSON, XLSX, CSV, TXT, XML, and many more for seamless integration with any software assisting you in decision-making.
All workflows with Klippa DocHorizon comply with a range of industry regulations including HIPAA, GDPR, and ISO standards. By automating the scanning of receipts to Excel, you can enjoy the convenience and the power of AI to transform daily inefficient tasks. Contact our experts for additional information or book a free demo down below!