📄 Application User Guide 📱 Mobile Scanning Guide

📱 Mobile Scanning Guide

Scan receipts from your phone and have them arrive in Bookkeeping-OCR automatically — no cables, no manual transfers.

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🔍 Choose Your Method

Bookkeeping-OCR points to any folder on your computer for new receipts. These guides show you how to scan a receipt on your phone and have it appear in that folder automatically — ready to process.

MethodBest forFree Storage
iCloudiPhone users with a Mac or Windows PC5 GB
OneDriveiPhone or Android, Mac or Windows PC5 GB
Google DriveiPhone or Android, Mac or Windows PC15 GB
Free 3rd Party AppsUsers who prefer an alternative appVaries

All three cloud services are free. No paid subscription needed. We are not affiliated with Apple, Microsoft, or Google.

Option 1 — iCloud

iPhone users only  ·  Works on Mac and Windows

iCloud is built into every iPhone. No app to download — everything you need is already there.

What you need

  • iPhone (any model running iOS 13 or later)
  • A free Apple ID (you already have one if you use an iPhone)
  • Mac or Windows PC

Step 1 — Create a receipt folder in iCloud Drive  (do this once)

Creating new folder in iCloud Drive on iPhone
  1. On your iPhone, open the Files app
  2. Tap iCloud Drive
  3. Tap the three dots (•••) in the top right corner
  4. Tap New Folder
  5. Name it Bookkeeping Receipts (or any name you prefer)
  6. Tap Done

Step 2 — Scan a receipt

Three-dot menu showing Scan Documents option
Tap ••• to reveal Scan Documents
Files app scanner with receipt detected
Scanner with receipt detected
  1. Open the Files app and navigate to your Bookkeeping Receipts folder
  2. Tap the three dots (•••) in the top right corner
  3. Tap Scan Documents
  4. Point your camera at the receipt — the app automatically detects the edges
  5. Tap the shutter button (or let it capture automatically)
  6. Tap Keep Scan, then tap Save (top right)
  7. The receipt saves as a PDF directly into your folder

Step 3 — Set up iCloud on your computer

Mac: Your iCloud Drive folder is already in Finder. Look for iCloud Drive in the Finder sidebar — your Bookkeeping Receipts folder appears there within seconds of scanning.

Windows PC:

  1. Open the Microsoft Store on your PC
  2. Search for iCloud and click Get
  3. Open iCloud and sign in with your Apple ID
  4. Make sure iCloud Drive is checked, then click Apply
  5. iCloud Drive appears in Windows File Explorer under This PC → iCloud Drive

Step 4 — Point Bookkeeping-OCR to your receipt folder

Click Upload on the OCR Processing tab

Click Upload on the OCR Processing tab

Click Change Folder

Click Change Folder

Browse to your receipt folder

Browse to your iCloud Drive → Bookkeeping Receipts folder and click Choose

  1. Open Bookkeeping-OCR
  2. Click Expense in the top menu
  3. Click the OCR Processing tab
  4. Click Upload
  5. Click Change Folder
  6. Browse to your iCloud Drive → Bookkeeping Receipts folder
  7. Click Choose (Mac) or Select Folder (Windows)
From this point forward, every receipt you scan on your iPhone will appear in Bookkeeping-OCR automatically.

Option 2 — OneDrive

iPhone or Android  ·  Works on Mac and Windows

OneDrive is a free cloud storage service from Microsoft with a document scanner built directly into the app.

What you need

  • iPhone or Android phone
  • A free Microsoft account (create one at outlook.com — takes 2 minutes)
  • Mac or Windows PC

Step 1 — Install OneDrive on your phone

OneDrive app menu on phone

iPhone:

  1. Open the App Store
  2. Search Microsoft OneDrive and tap Get
  3. Sign in with your Microsoft account

Android:

  1. Open the Google Play Store
  2. Search Microsoft OneDrive and tap Install
  3. Sign in with your Microsoft account

Step 2 — Create a receipt folder in OneDrive  (do this once)

  1. In the OneDrive app, tap Files at the bottom
  2. Tap the + (plus) button
  3. Tap New Folder, name it Bookkeeping Receipts
  4. Tap Create

Step 3 — Scan a receipt

OneDrive scan screen on phone
  1. Navigate to your Bookkeeping Receipts folder
  2. Tap the + (plus) button
  3. Tap Scan
  4. Point your camera at the receipt
  5. Tap the shutter button
  6. Tap Confirm, choose PDF or JPG
  7. Tap Save — uploads immediately

Step 4 — Set up OneDrive on your computer

OneDrive on computer

Mac:

  1. Open the App Store, search Microsoft OneDrive, click Get
  2. Sign in with your Microsoft account
  3. OneDrive creates a folder at /Users/YourName/OneDrive

Windows PC: OneDrive is already installed. Click the OneDrive cloud icon in the system tray and sign in. Your OneDrive folder appears in File Explorer automatically.

Step 5 — Point Bookkeeping-OCR to your receipt folder

  1. Open Bookkeeping-OCR
  2. Click Expense in the top menu
  3. Click the OCR Processing tab
  4. Click Upload
  5. Click Change Folder
  6. Browse to your OneDrive → Bookkeeping Receipts folder
  7. Click Choose (Mac) or Select Folder (Windows)
From this point forward, every receipt you scan on your phone will appear in Bookkeeping-OCR automatically.

Option 3 — Google Drive

iPhone or Android  ·  Works on Mac and Windows  ·  15 GB free

Google Drive is a free cloud storage service from Google. If you have a Gmail address you already have a Google account — and 15 GB of free storage, the most of any option on this page.

What you need

  • iPhone or Android phone
  • A free Google account (your Gmail address works)
  • Mac or Windows PC

Step 1 — Install Google Drive on your phone

Google Drive app on phone

iPhone:

  1. Open the App Store
  2. Search Google Drive and tap Get
  3. Sign in with your Google account

Android: Google Drive is already installed on most Android phones. Search for it in your app drawer and sign in with your Google account.

Step 2 — Create a receipt folder in Google Drive  (do this once)

  1. In the Google Drive app, tap the + (plus) button
  2. Tap New Folder, name it Bookkeeping Receipts
  3. Tap Create

Step 3 — Scan a receipt

Google Drive scan screen
  1. Navigate to your Bookkeeping Receipts folder
  2. Tap the + (plus) button
  3. Tap Scan
  4. Point your camera at the receipt
  5. Tap the shutter button
  6. Review the scan and tap Done
  7. The receipt saves as a PDF to your folder

Step 4 — Set up Google Drive on your computer

Google Drive folder in Finder

Google Drive folder visible in Finder / File Explorer

Mac and Windows (same steps):

  1. Go to drive.google.com in your browser
  2. Click Download Drive for Desktop (bottom left)
  3. Install and sign in with your Google account
  4. Google Drive creates a local folder:
       Mac: /Users/YourName/Google Drive
       Windows: C:\Users\YourName\Google Drive

Step 5 — Point Bookkeeping-OCR to your receipt folder

  1. Open Bookkeeping-OCR
  2. Click Expense in the top menu
  3. Click the OCR Processing tab
  4. Click Upload
  5. Click Change Folder
  6. Browse to your Google Drive → Bookkeeping Receipts folder
  7. Click Choose (Mac) or Select Folder (Windows)
From this point forward, every receipt you scan on your phone will appear in Bookkeeping-OCR automatically.

Option 4 — Free 3rd Party Scanning Apps

iPhone or Android  ·  Works with any cloud storage

If you already use a scanning app you like, or prefer an alternative to iCloud, OneDrive, or Google Drive, there are many free scanning applications available for both iPhone and Android. Most offer a free tier that is more than sufficient for scanning receipts.

How to use a 3rd party app with Bookkeeping-OCR

  1. Configure the app to save scans to a cloud storage folder (iCloud, OneDrive, Google Drive, or Dropbox)
  2. Install that cloud service's desktop app on your computer
  3. Point Bookkeeping-OCR's import folder to the synced local folder using the steps shown above

Any app that can save a scan as a PDF, JPG, or PNG file to a synced folder will work with Bookkeeping-OCR.

Note: We are not affiliated with any third-party scanning applications and cannot provide support for them.

📷 Tips for the Best Scan Quality

Applies to all methods.

  • Lay the receipt flat on a dark surface — the contrast helps edge detection
  • Make sure the entire receipt is in the frame before shooting
  • Use good, even lighting — avoid shadows across the receipt
  • If a receipt is crumpled, flatten it as much as possible first
  • Hold the phone still and parallel to the receipt — avoid shooting at an angle
  • Clean your camera lens if scans look blurry or hazy

Supported file formats: PDF, JPG, JPEG, PNG

Need More Help?

Check out our FAQ for detailed answers, or contact support directly.

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