Knowledge · documents

Digitizing receipts: the simple way

Digitizing receipts without a typing marathon: which paths lead from paper into the system, what the AI recognizes along the way and how to keep the process lean for the long term.

Digitizing receipts essentially means: getting paper and PDF receipts into a searchable, organized archive via the shortest possible path. The simple way consists of two building blocks – a scanner that sends directly into the system, and an email import that automatically files digital invoices. Everything else (reading, recognizing, sorting) is handled by the processing.

Why "snap a photo and put it in a folder" isn't enough

A photo in a smartphone folder is not a digitized receipt, just relocated chaos: not searchable, not classified, not stored in an organized way. Digitizing only pays off when three things come together:

• Capturing without manual intermediate steps
• Indexing, so the receipt can be found by content, date or amount
• Retaining, organized and, for tax-relevant receipts, unalterable

The three paths into the system

1. Connect the scanner directly: Many office devices (including from Kyocera, Brother, HP) send scans via WebDAV directly into webRichtung documents – often hidden behind the "SharePoint/WebDAV" setting. Once set up, digitizing simply means: receipt on the glass, press the button. Details in the article From the scanner straight into the archive.
2. Email import: Your invoice mailbox is connected via IMAP; incoming attachments are imported automatically, and the mail context is retained as audit context.
3. Browser upload and bulk upload: You upload individual files in the browser; for large collections there is WebDAV, SFTP and FTPS.

All paths lead into the same processing: every receipt is read, classified and made searchable – you can later find it via its content, type, date or even amount.

What happens to the paper

After scanning, the question arises: keep the original? The GoBD allow what is known as replacement scanning – under certain conditions the paper may be destroyed after image capture, with exceptions (such as notarial deeds or documents that must be presented in the original). A brief procedural documentation of your scanning process is recommended. What the tax office accepts in terms of digitized receipts is explored in the article Digitized receipts and the tax office.

Estimating costs and effort realistically

With Pay per Use, digitizing remains economical even for small volumes: documents charges from €0.09 per processed document, or €0.06 in a batch – an account and users cost €0. A shoebox with 300 old receipts thus costs around €18 as a batch, and an ongoing month with 50 receipts about €4.50.

The sustainable process

Digitizing is not a project but a habit: mail is scanned when opened, digital invoices come in automatically, and once a week you check the classifications and archive what's completed. If something couldn't be processed, the archive points it out to you so nothing remains lying around unnoticed.

Two habits make the difference: first, immediately rather than in batches – a receipt scanned upon arrival can no longer get lost in the car footwell or a jacket pocket. Second, a clear team rule: receipts belong in the system, not in private folders or mailboxes. This way, an archive that holds up to an audit is created along the way – and in which you barely have to search for anything anymore.

This article provides general information and does not replace legal or tax advice.

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