By capability · Receipt management software

Receipt management software: receipt tracking software and receipt organizer software for business teams on QuickBooks, Xero and NetSuite

Receipt management software collects every receipt your team produces, reads the vendor, date, amount and tax off it, stores the original file, and ties it to the transaction it paid for so it is findable at close and at audit. For a US business, the published options run from $144 a year (Hubdoc) to about $800 (Shoeboxed Plus for ten users), while tools that also code, check and approve each expense cost more. Expenditure is $20 per seat a month billed yearly, $2,400 a year for ten people.

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Receipts in · categorized spend out · waste flagged

Spend Desk

Read-only, we never move your money

Drop your own receipt, a photo or PDF Upload receipt Reading

No account needed. Your file is read once and not stored.

Or a sample

Connected:

Receipts in, categorized spend out

Expenditure reads the vendor, amount, date and tax, categorizes the expense, checks it against your policy, and rolls it into a real-time picture of every dollar, then flags the waste.

Choose a receipt above, then press Extract.

Reading your receipt

Working

ITEM ......

QTY 1

TAX

TOTAL

+ just now

save /mo

Categorized and policy-checked in seconds

Upload your own receipt above, or pick another sample.

Every receipt your team sends is read and coded like this.

Visa Mastercard Your bank QuickBooks Xero NetSuite

Works with your existing cards

Bank-grade · we never move your money

We priced one team on every tool that publishes a price: ten people, around 150 receipts a month between them, books in QuickBooks Online or Xero. Hubdoc is a flat $12 a month with unlimited usage and several collaborators. Shoeboxed needs its Plus plan to cover ten users, $797 a year billed yearly with 750 digital scans a month. Dext Business is $302.50 a year for five users and 250 documents a month, and a ten-person team moves up its slider to a price the page shows only when you set it. Expensify Collect bills every member $5 a month, so ten people come to $600 a year.

So why would anyone pay us more? Because storing a receipt was never the expensive part. The expensive part is the hour a bookkeeper spends each week deciding which expense account a $212 Home Depot receipt belongs in, finding the card line it matches, noticing it was already submitted by someone else, and asking a manager whether it was allowed. A receipt organizer that only files the image leaves all of that work in place.

Expenditure reads each receipt at line level the moment it is photographed, uploaded or forwarded to your company inbox, codes it to your QuickBooks Online, Xero or NetSuite chart of accounts, and flags it if it looks like a receipt that is already in the books. When you import the card or bank statement as CSV, OFX or QFX, each line is matched to the receipt you already have and lines that were already booked are marked, so the unmatched ones are the only ones anyone has to chase. On Growth, receipts are checked against your policy and routed for approval by amount, vendor or GL account before they reach the ledger.

Here is the honest line on what we are not. We do not issue cards, pay bills or reimburse employees, and we never move or hold your money. If all you need is a searchable box of receipt images for one owner and a tax preparer, Hubdoc or Shoeboxed Starter will do it for less, and we say so in the table below. If receipts come from a team and somebody has to code, match and approve them every month, that is the work we remove.

On the tax side, the IRS accepts electronic copies of receipts under Revenue Procedure 97-22 as long as the images are legible and complete and you can retrieve them, and it generally expects records to be kept for three years after you file, longer in some cases. Receipt management software makes that retention automatic. It is software, not tax advice, so confirm your own retention period with your CPA.

Prices on this page are list prices read on each vendor's own pricing page, before promotions or negotiated terms.

Compared

Receipt management software compared, 10 people and about 150 receipts a month

Published list prices on each vendor's own pricing page. Yearly software cost for ten people on QuickBooks Online or Xero.

swipe to see all columns →

Line	Hubdoc	Shoeboxed	Dext Business	Expensify Collect	Expenditure
Plan priced here	$12 a month, one plan	Plus, $797 a year billed yearly or $79 a month	$302.50 a year or $25.21 a month	$5 per member a month, no annual commitment	Starter $20, Growth $35 per seat a month billed yearly
Users included	Multiple collaborators	10 on Plus (3 on Pro, 1 on Starter)	5 on the base plan; more on the slider	Every member billed	Per seat, from 3 seats
Receipt volume	Unlimited usage	750 digital scans a month on Plus	250 documents a month on the base plan	Not capped on the pricing page	200 receipts per seat a month
Accounting sync	Xero, QuickBooks Online, Box	QuickBooks Online and Xero from Pro	QuickBooks Online and Xero	QuickBooks, Xero, NetSuite and others	QuickBooks Online, Xero and NetSuite
Original receipt kept	Yes, with the extracted data	3 years on Starter; kept while the account is active on Pro and up	Vault free to 100 MB, then $4 a month	Yes, on the expense	Yes, attached to the expense and downloadable
Coded to your chart of accounts	Supplier rules set a default account	Categories and CSV export	Supplier rules set a default account	Category on each expense	Every line coded to your GL accounts on every plan
Matched to card or bank statement lines	Not on the pricing page	Not on the pricing page	Bank statement extraction from $13 a month	Card feeds	CSV, OFX or QFX statement import matched to receipts
Policy checks and approvals	No	No	No	Submit and approve expense reports	Policy and approvals by amount, vendor or GL account on Growth
10 people, a year	$144	$797	$302.50 for 5 users; 10 users priced on the slider	$600	$2,400 Starter; $4,200 Growth

Read at hubdoc.com/pricing, shoeboxed.com/pricing, dext.com/us/business/pricing and use.expensify.com (Collect at $5 per member applies to workspaces created on or after April 1, 2025), list prices before promotions or negotiated discounts. "Not on the pricing page" means the vendor does not list it there, not that it cannot be done. Expenditure figures use yearly billing.

Why it works

What to settle before you buy receipt management software

Filed, coded and matched

A receipt is read at line level, coded to your QuickBooks Online, Xero or NetSuite account and matched to the card or bank line it paid for, not just saved as an image.

Duplicates caught before close

Two people submitting the same dinner, or one receipt uploaded twice, is flagged before it reaches the ledger, and statement lines already booked are marked on import.

Your cards, your bank

Keep the cards and bank you already use. We read the transactions and receipts; we never issue cards, pay bills or hold money.

What it handles

A receipt in, a categorized line out, the waste flagged

Expenditure reads each receipt, categorizes it, checks it against your policy and rolls it into real-time spend, then surfaces the duplicate subscriptions and savings you are leaking.

Reads each receipt at line level the moment it is photographed, uploaded or forwarded to your company inbox
Codes every receipt to the right QuickBooks Online, Xero or NetSuite account
Keeps the original file attached to the expense so it is one click away at audit
Matches imported CSV, OFX or QFX card and bank statement lines to receipts you already have
Marks statement lines that are already booked so nothing is entered twice
Flags a likely duplicate receipt before it reaches the books
Checks receipts against your expense policy and routes them for approval on Growth
Exports every expense with its coding and approval state to CSV at any time

Extracted In policy

Categorized receipt

VendorFigma

Amount$144.00

CategorySoftware → SaaS

GL account6420 · Software

Savings insight

save $108/mo

You are paying for Figma and Sketch. Teams on both usually consolidate to one.

Visa · QuickBooks · Xero We never move your money

Why Expenditure

Receipts read, spend categorized, waste flagged

Not manual coding, not a stale spreadsheet. Expenditure reads each receipt, checks your policy, shows real-time spend, and flags the savings, all on the cards and banks you already have.

Read and categorized

Snap, forward or drop a receipt. The AI reads the vendor, amount, tax and line items, categorizes it and matches the card, in seconds.

Waste flagged

Duplicate and overlapping subscriptions, unused tools, price creep and out-of-policy spend, surfaced in real time with the potential saving.

Secure and in your control

Bank-grade security, we never move or hold your money, and we never train on your data. Insights, not advice, your finance team decides.

Good questions

Questions about receipt management software

For one owner who only needs receipts stored for taxes, Hubdoc at $12 a month or Shoeboxed Starter at $97 a year is enough. Once several employees submit receipts that someone has to code, match to card lines and approve, a tool that does those steps is worth more than a cheaper image archive. Expenditure starts at $20 per seat a month billed yearly.

Published prices run from $144 a year for Hubdoc to $797 a year for Shoeboxed Plus with ten users. Dext Business is $302.50 a year for five users, and Expensify Collect is $5 per member a month. Expenditure is $20 per seat a month billed yearly on Starter and $35 on Growth, with a three-seat minimum.

A receipt scanner app turns a photo into text. Receipt management software does what happens next: stores the original, codes it to an expense account, matches it to the card or bank line it paid for, catches duplicates and keeps it retrievable for audit. Most business buyers need the second, because the scan was never the slow part.

Yes. Under Revenue Procedure 97-22 the IRS accepts electronic storage of books and records, including scanned receipts, if the images are legible and complete, the system can index and retrieve them, and you can produce a readable copy when asked. You can then discard the paper. Confirm your own situation with a tax professional.

The IRS generally expects records supporting a tax return to be kept for three years after the return is filed. It is six years if income was underreported by more than 25 percent and seven years for a bad debt or worthless securities claim. Employment tax records are kept at least four years. Many businesses keep everything seven years.

Some can. In Expenditure you import the card or bank statement as CSV, OFX or QFX, and each line is matched to a receipt you already uploaded, while lines already in the books are marked as booked. What is left unmatched is the short list of receipts someone still has to find.

Most do. Hubdoc, Shoeboxed from its Pro plan, Dext and Expensify all sync with QuickBooks Online and Xero. Expenditure codes each receipt to your QuickBooks Online, Xero or NetSuite chart of accounts, so the expense arrives in the ledger with its account already chosen rather than as an uncategorized document.

For a bookkeeper who collects receipts from many clients into Xero or QuickBooks, Dext and Hubdoc are built around that document flow. For a controller whose own employees submit receipts that need coding, policy checks and approval before close, Expenditure fits better, because it handles the review work and not only the capture.

Yes. Expensify Collect runs expense reports with approvals. Expenditure on Growth checks each receipt against rules you set, such as a missing receipt, a category limit or an amount that needs sign off, and routes it for approval by amount, vendor or GL account. Pure receipt organizers such as Hubdoc and Shoeboxed do not do this.

Not with Expenditure. It works with the Visa, Mastercard and American Express cards and the bank you already have, reading transactions from your statement imports. It never issues cards, pays bills, reimburses employees or holds money. Card programs such as Ramp or Brex include receipt matching, but only for spend on their own cards.

Receipts and transactions are encrypted, access is controlled per member, and higher plans add SSO and a full audit log. Expenditure never sells your data and never uses it to train any model. Receipts are held only to give your team a coded, matched view of its own spend.

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See where every dollar goes, and where you are wasting it.

Receipts read and categorized, policy enforced, real-time spend, and the duplicate subscriptions and savings flagged. It works with the cards you already have and never moves your money.

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Receipts in, categorized spend out · real-time budgets · waste flagged · we never move your money

Receipt management software: receipt tracking software and receipt organizer software for business teams on QuickBooks, Xero and NetSuite

Receipt management software compared, 10 people and about 150 receipts a month

What to settle before you buy receipt management software

Filed, coded and matched

Duplicates caught before close

Your cards, your bank

A receipt in, a categorized line out, the waste flagged

Receipts read, spend categorized, waste flagged

Read and categorized

Waste flagged

Secure and in your control

Questions about receipt management software

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