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Receipts and invoices

This category covers the everyday bookkeeping paper: receipts and vendor invoices. Posts explain receipt and invoice OCR, which fields come off an invoice reliably, how to process a client's vendor invoices from an inbox, what accounts payable automation does and does not do, and what the IRS expects when clients keep receipts digitally. Duplicate detection across a whole client folder lives in Sorting and organizing client files. Start with "Invoice Data Extraction: Header Fields and Where It Breaks", which explains how data comes off an invoice and where errors creep in.

  1. Invoice to Excel: Turn PDF Invoices Into One Sheet

    Invoice to Excel, step by step: lay out the sheet, convert each PDF invoice to rows, fix numbers stored as text, and avoid exports that break later imports.

    October 4, 2026invoicesexceldata entry

  2. OCR Receipt Scanner: How Receipt OCR Reads a Photo

    How an OCR receipt scanner works: the fields receipt OCR pulls from a photo, how it differs from invoice OCR, and where totals, tips and tax get misread.

    October 3, 2026receiptsocrdata extraction

  3. Invoice Line Item Extraction for Multi-Page Invoices

    Invoice line item extraction step by step: reading item tables, handling multi-page invoices, and checking that line items add up to the invoice total.

    September 10, 2026invoicesline itemsdata extraction

  4. How to Digitize a Shoebox of Receipts

    How to digitize a shoebox of receipts for a client: sort by year first, pick a scanning method, plan the time, and handle receipts that are faded or torn.

    July 30, 2026receiptsscanningpaperless

  5. Invoice Automation vs Manual Entry: When It Pays Off

    Invoice automation vs manual entry compared: what typing invoices costs a firm, which automation steps save the most time, and when manual entry still wins.

    July 26, 2026invoicesautomationdata entry

  6. Invoice Data Extraction: Header Fields and Where It Breaks

    Invoice data extraction explained: which header fields come off an invoice reliably, where errors creep in, and the checks to run before data reaches the books.

    July 23, 2026invoicesdata extractionvalidation

  7. Invoice OCR Software: How to Choose One for Your Firm

    How to choose invoice OCR software for an accounting firm: the requirements that matter, pricing models compared, and a trial you can run on your own invoices.

    May 3, 2026invoicesocrsoftware

  8. Receipt to Excel: Build a Clean Expense Sheet

    Receipt to Excel in practice: a column layout, the conversion steps, how to record foreign currency receipts, and why totals miss the card statement.

    April 24, 2026receiptsexcelbookkeeping

  9. Invoice Tracking Spreadsheet: Columns and Formulas

    Build an invoice tracking spreadsheet that works: the columns to include, a formula that flags overdue invoices, and when a spreadsheet stops scaling.

    April 3, 2026invoicesexcelaccounts payable

  10. Invoice OCR: What It Reads and How Accurate It Is

    Invoice OCR for accounting firms: what it reads on an invoice, template versus layout-aware methods, what affects accuracy, and when an API makes sense.

    March 19, 2026invoicesocrscanning

  11. Processing Vendor Invoices From an Email Inbox

    Process vendor invoices from an email inbox: one intake address, a weekly routine for 200 invoices a month, non-invoice emails and vendor name matching.

    January 5, 2026invoicesemailbookkeepingworkflow

  12. Lost Receipts for Business Expenses: What to Do Now

    What to do about lost receipts for business expenses: the substitute records the IRS weighs, how to rebuild the trail, and when a deduction is too weak to use.

    December 6, 2025receiptsirssubstantiation

  13. Receipt Scanner for Accountants: What Matters

    Choosing a receipt scanner for accountants: firm needs versus a consumer app, whether hardware scanners still matter, and the features that save client work.

    October 27, 2025receiptssoftware selectionscanning

  14. Keep Receipts for Taxes: Which Ones and How Long

    How long to keep receipts for taxes and which ones: small business receipts that matter, what gas and meal receipts must show, and the best way to store them.

    October 22, 2025receiptsrecord retentionirs

  15. Utility Bill Data Extraction: Fields, Meters and Periods

    Utility bill data extraction for bookkeepers: the fields to pull off a bill, service periods that cross months, multi-meter accounts and checks before posting.

    September 8, 2025utility billsbookkeepingdata extraction

  16. Expense Categorization for Bookkeeping Clients

    Expense categorization for bookkeeping clients: build a category list, categorize a credit card export line by line, set vendor rules and handle split expenses.

    August 28, 2025expensesbookkeepingcredit cardsreceipts

  17. Does the IRS Accept Digital Receipts?

    Does the IRS accept digital receipts? What Rev. Proc. 97-22 requires of scanned and photographed receipts, and when paper copies can safely be thrown away.

    August 24, 2025receiptsirsscanning

  18. Tracking Receipts for Taxes: A System Clients Will Use

    Tracking receipts for taxes: a simple system clients will keep up, sorting receipts into return-ready categories, how often to send them, and the note to add.

    July 13, 2025receiptsclientsschedule c

  19. Receipt Photo Quality for OCR: Fixing Bad Captures

    Receipt photo quality for OCR: a checklist for clients, what happens with faded thermal paper and handwriting, and how to fix glare, folds and long receipts.

    May 7, 2025receiptsocrphone photos

  20. Accounts Payable Automation: What It Does and Doesn't

    Accounts payable automation explained: which AP steps software can take over, where OCR and AI fit, what still needs a person, and when automation is overkill.

    April 27, 2025accounts payableautomationocrinvoices

  21. Receipt vs Invoice: What Each Proves in the Books

    Receipt vs invoice explained for bookkeepers: what each document proves, when it is issued, how each is recorded, and which one a client must keep for taxes.

    February 19, 2025receiptsinvoicesbookkeeping

  22. Scanned Invoice vs Emailed PDF Invoice: What Changes

    Scanned invoice vs emailed PDF invoice: why the text layer matters, how to tell which one you have, and which format gives your firm cleaner extracted data.

    December 29, 2024invoicespdfscanning

  23. Vendor Invoice Processing: The Steps From Receipt to Payment

    Vendor invoice processing explained: each step of the accounts payable workflow, three-way matching, credit memos and other exceptions, and who owns each step.

    November 4, 2024invoicesaccounts payablebookkeepingcontrols