Receipt Scanning Best Practices

Receipt scanning transforms expense tracking from a chore into a quick snap. But scan quality matters—blurry or partial scans create more work than they save. Here’s how to get perfect scans every time.

The Basics of Good Scans

Lighting Matters

Best lighting:

• Natural daylight (but not direct sun)
• Even overhead lighting
• No shadows falling on the receipt

Avoid:

• Direct sunlight (creates glare)
• Backlighting (receipt appears dark)
• Uneven lighting (shadows hide text)

Flat is Better

Lay receipts completely flat before scanning. Curled or crinkled receipts create shadows and distortion that confuse text recognition.

Quick flatten trick: Place receipt under a heavy book for a few seconds while you prepare to scan.

Full Frame

Include the entire receipt in the frame:

• Store name at top
• All items
• Totals at bottom
• Date and transaction info

Missing edges = missing data.

Hold Steady

Camera shake causes blur. To avoid:

• Brace your elbows against your body
• Hold breath briefly while snapping
• Use both hands
• Take multiple shots if unsure

Background Contrast

Scan against a contrasting background:

• Dark receipt → Light background
• Light receipt → Dark background

This helps app detect receipt edges.

Handling Difficult Receipts

Long Receipts

For receipts too long for one photo:

• Take multiple overlapping photos
• Include overlap areas so nothing is missed
• Most apps stitch these together
• Or scan the most important sections

Faded Receipts

Thermal paper fades over time. For fading receipts:

• Scan immediately (within 24 hours is best)
• Increase contrast in photo settings
• Take photo in very good lighting
• Consider photographing at an angle to catch more ink

Crumpled Receipts

Found a receipt at the bottom of your bag?

• Flatten as much as possible
• Use a piece of glass or clear plastic to press flat
• Smooth with your hand before scanning
• Multiple shots may help

Multiple Receipts

When you have several receipts:

• Scan one at a time (not stacked)
• Create a receipt scanning routine (daily or after each shopping trip)
• Keep a designated spot for receipts awaiting scanning

Receipt Storage Best Practices

Scan Immediately

The best practice is scanning the moment you receive the receipt:

• In the car before driving away
• While still in the store parking lot
• As you unpack groceries

The longer you wait, the more likely receipts are lost, faded, or forgotten.

The Receipt Bowl

If you can’t scan immediately:

• Designate one spot for unscanned receipts
• Empty it daily
• Make it visible (you’ll be reminded to scan)

Digital Backup

Even with scanning:

• Keep paper receipts for 30 days (for returns)
• Store in envelope or folder by month
• Discard after return period expires

Troubleshooting Common Issues

”Can’t read text”

Causes:

• Blurry photo
• Poor lighting
• Receipt too faded

Solutions:

• Retake in better lighting
• Clean phone camera lens
• Manual entry for very faded receipts

”Missing items”

Causes:

• Partial scan (edges cut off)
• Items printed lightly
• Complex receipt format

Solutions:

• Rescan including full receipt
• Check for items manually
• Add missing items manually

”Wrong prices extracted”

Causes:

• Similar looking numbers (8/6/0)
• Sale prices vs. regular prices
• Discount lines confusing parser

Solutions:

• Review and edit extracted data
• Report parsing errors to improve AI
• Manual verification of totals

”Store not recognized”

Causes:

• Unusual receipt format
• Logo cut off
• New store not in database

Solutions:

• Include store header in scan
• Select store manually if needed
• App will learn from your corrections

Hearthlight Scanning Features

Our receipt scanner is designed for grocery receipts:

• Smart item recognition: Understands grocery items specifically
• Automatic categorization: Sorts into food categories
• Store learning: Gets better with your stores over time
• Batch scanning: Scan multiple receipts efficiently
• Manual editing: Easy corrections when needed
• Price tracking: Remembers prices for comparison

Try our receipt scanner.

Your Scanning Routine

Daily habit (recommended):

1. Keep receipts in one spot
2. Scan before bed
3. Quick review of extracted data
4. Takes 2 minutes

Weekly habit (minimum):

1. Collect week’s receipts
2. Batch scan on weekend
3. Review and verify
4. Takes 10-15 minutes

Consistency beats perfection. Pick a routine you’ll actually maintain.