Receipt digitization for accounting firms

If you're an accounting or bookkeeping firm spending the last week of every month keying client receipts into your accounting software, that's a workflow problem, not a labour problem. ProjScan moves the data-entry step to the client side, leaves you with structured data ready to import.

The month-end crunch

A typical small accounting firm has 30–80 SMB clients, each generating dozens of receipts a month. Clients send them in batches — WhatsApp photos, email attachments, paper envelopes dropped off at the office. Junior staff key them into the accounting software line by line. Quality varies, VAT gets miscoded, and by the time the books are closed it's the 25th of the following month.

Existing receipt scanning tools fix part of this, but most are designed for the SMB to use themselves, not for the accounting firm as the operator. The output rarely matches the columns the firm's accounting software actually wants.

How ProjScan fits

Client uploads, you review

Create one project per client. Send them the invite code. They upload their receipts as they go, from their phones, with zero software install. You see everything from your manager account. Their data-entry burden disappears; yours becomes a review-and- approve step instead of a transcription step.

Structured output your accounting software expects

Extraction pulls merchant name, tax ID, issue date, subtotal, VAT amount, total, category, and a line-item breakdown. The XLSX export has these in the columns most accounting software expects — Xero, QuickBooks, Sage, FreshBooks, Zoho Books, and country-specific tools (e.g. Holded, Quipu, Contasol in Spain). Paste-and-import works; direct API integrations are on the roadmap.

E-invoicing and tax compliance

Many countries are rolling out mandatory electronic invoicing regimes — Spain's Verifactu and SII, France's e-invoicing mandate, Italy's SdI, the UK's Making Tax Digital, and more. They all ask for the same core data ProjScan extracts: merchant tax ID, issue date, line-item VAT, totals. When direct integrations land, the same uploaded receipts will feed straight into the regime submissions; for now the export is the bridge.

Per-client visibility for you

Manager view shows every project at once. Spot the client who hasn't uploaded in two weeks before they spring 60 receipts on you on the 28th. The dashboard's per-category and per-day breakdown is also a useful pre-meeting briefing for the client relationship.

A typical workflow

1. You onboard a new SMB client. Create their project, send them the invite code in the onboarding email.
2. They upload receipts from their phone as they get them through the month.
3. Mid-month you spot-check the project, fix any extraction errors (rare for clean receipts), nudge clients who are behind.
4. End of month, export to XLSX, import into your accounting software per client. Books close in days, not weeks.
5. You bill the client one less hour of data entry; they're happier; you take on more clients with the same team.

Recommended plan

Most small accounting firms start on Pro (€29/mo, 200 receipts) — that covers about 5-10 SMB clients depending on volume. Firms with 20+ clients move to Business (€99/mo, 1,000 receipts). The per-receipt cost at Business works out to about €0.10 per processed receipt — significantly less than the labour cost of keying them in by hand. See the full pricing comparison.