Shoeboxed

Shoeboxed is a tool used to organize receipts. It scans and converts physical receipts and documents to digitized versions. The data is then stored in the system. Aside from receipts, Shoeboxed also scans and digitizes business cards.

Businesses and organizations send an envelope filled with documents and receipts to Shoeboxed. The scanned data is verified to ensure proper and efficient scanning. Users don’t have to worry about their data being stolen because as soon as the receipts are captured they are shred into tiny pieces.

Shoeboxed works like your favorite organizer. It categorizes all receipts and stores them in a central database. The software classifies them into 15 different tax categories (like grocery and fuel). When you need them, such as for auditing purposes, locating them will be easy. However, only receipts are categorized; documents and other scanned items are stored as PDFs.

Established in 2007, Shoeboxed is used in more or less 100 countries by over a million businesses, organizations and individuals. It helps make tasks easier: the digitized receipts are used for expense reporting, while business cards are essential in the creation of a virtual database for contacts.

Intended specifically for freelancers, small businesses, bookkeepers, accountants and contract workers, Shoeboxed integrates with several apps and programs to help streamline the transfer and organization of captured data.

Shoeboxed Features

Shoeboxed has a bevy of features essential for helping users get the most out of the software.

Magic envelopes

Use this feature for stuffing in your receipts, business cards, paper clutter and other important documents. This Magic Envelope is what you’ll send to Shoeboxed so the document can be digitized. You don’t have to worry about fees because it’s free.

The receipts include all essential information including the name of the vendor or store, name, the amount paid and type of payment, among others.

Expense reports

Turning all your scanned data into something useful can be a bit of a challenge if you do it manually. With Shoeboxed, this will change as your digitized receipts will be transformed into expense reports with just a few clicks. You won’t lose a lot of time since the entire system is automated.

Business card management

Like your receipts, your business cards are converted into digital images. The digitized image will show vital details such as name, email address, company and contact information. For security reasons, sensitive information like website URLs, Twitter handles, email addresses, and even job titles.

These digitized business cards are then used to create an online database and all it takes is a few clicks.

Automated Gmail import receipts

When your receipts are converted into digital images, they will be sent to your Gmail account. To ensure seamless transmission, Shoeboxed is synced with your Gmail inbox. All e-receipts will then be stored in your email archive.

Shoeboxed also provides users with their own Shoeboxed email address, so you can choose to send your archived e-receipts there.

Data verification

Once you’ve sent your data to Shoeboxed, you’re guaranteed that strict quality procedures are followed. In fact, data verification is done by people, not by a machine or a program. Only after all information is properly checked will the digitization process be finalized.

IRS-accepted digital receipts

Shoeboxed legibly and meticulously scans all your receipts, so you’re sure to get high-quality images. Also, these digital receipts are accepted not only by the IRS or Internal Revenue Service, but also by the Canada Revenue Service. So, in case an audit is needed, there’s no need for you to stress on looking for your receipts. Everything is organized categorically in Shoeboxed.

This feature is also essential in simplifying tax preparation and filing process.

Mobile app

The mobile app feature makes it convenient for you to track your receipts or to have them scanned even when you’re constantly on-the-go. Shoeboxed is compatible with Android devices, the iPad and the iPhone.

Additionally, Shoeboxed also has mileage trackers (courtesy of your Smartphone’s GPS), which means monitoring work-travel mileage is easy. As such, businesses can efficiently track and manage employee expenses and reimbursements.

Integrations

Shoeboxed integrates with quite a lot of tools, apps and programs. Some of these are Xero, Intuit QuickBooks, Working Point, Evernote, Wave Accounting, Bench, GetMyInvoices, Skyclerk, OnePriceTaxes.com, HP, Teaspiller, ABBYY and RightSignature.

These integrations give you the assurance that accurate information is entered into the system.

Shoeboxed Benefits

Shoeboxed makes it easy for any business or organization to organize their receipts, business cards and other essential documents. It has other major benefits for its users, too.

Paperless way to organize and reduce clutter

When you practically collect receipts—for work or otherwise—clutter becomes a normal issue. With Shoeboxed, all the clutter that creates a mess in your office or home will be eliminated. Instead of piling your receipts and keeping those business cards in your desk drawer, you can have them converted into digital images.

Going paperless will not only minimize or get rid of clutter; it will also help improve your workflow, efficiency and productivity. Shoeboxed organizes digital receipts by category, so this also helps make it easier for you to find documents when you need them.

Also, with Shoeboxed, you won’t have to worry about fading receipts.

Automatically archives receipts

You don’t have to worry about losing your receipts when you have Shoeboxed. All the digital images that will be sent to your email are immediately stored and archived into the system. This way, it’ll be easy for you to track them, especially if your inbox is full.

Streamlined tax preparation

As already mentioned, Shoeboxed e-receipts are accepted by both the IRS and CRA. Thus, filing your tax returns no longer has to be a manual practice.

Makes the tasks of accountants and bookkeepers convenient

Expense reports can be immediately sent to your business heads and superiors. They don’t have to write the reports anymore because everything is already in the system.

Encourages efficiency and productivity

Since you don’t have to spend a lot of time digging into and filing your receipts, you’ll have more time to do other equally essential tasks. Likewise, the seamless and automated process helps you become more efficient and when this happens, productivity levels increase as well. The manual method is prone to errors, and you don’t have to worry about that anymore.

Integrates with a variety of apps and programs

Integrations and collaborations streamline the organization process for you. With access to numerous apps and programs, tasks become simpler.

Likewise, having a mobile app increases productivity because even if you are on-the-go, you can still access Shoeboxed and track your receipts and documents.

Shoeboxed Pricing

Shoeboxed has three pricing plans, each with an option for you to pay monthly or annually.

For the annual option, there’s the Startup Plan, which is worth $18 per month and is ideal for freelancers and individuals. File storage and users are unlimited. The iOS app is included.

For $36 a month, you can avail of the Shoeboxed Professional plan. Billed annually, this package is best for small businesses and professionals. You’ll get unlimited prepaid Magic Envelopes, users, file storage and QuickBooks Online integration. Likewise, the iOS app is included.

Plan number three is the Business Plan, which is worth $54 per month, billed annually. This is intended for businesses that operate with high volumes. Unlimited inclusions are the same with the Professional Plan.

All three plans’ rates are good for the first year.

Under the monthly option, the Startup Plan goes for $22 a month (for the first six months), the Professional Plan is at $45 a month (also for the first six months) and the Business Plan for $67 every month (likewise, for the first six months).

If you’re not sure which plan is ideal for your business or organization, a visit to the website will connect you to somebody who can help you out.

Conclusion

Shoeboxed is more than just a receipt scanner. It comes with a lot of features essential for proper organization and even helps make the tax preparation and filing process more convenient. It seamlessly combines organizational, productivity and accounting/bookkeeping functions in one central tool that’s easy to manage. It may be just a basic tool for some, but it does a lot of wonders to businesses, organizations and individuals who are often at a loss on how to properly and conveniently ensure an organized work environment that invites efficiency and productivity.