Scan documents with Dropbox or other Apps

  Smartphone apps like Adobe Scan, Microsoft Lens, Dropbox, and other applications allow you to scan receipts and invoices and save them directly in PDF format. Afterwards, you can transfer them to the desired folder through the smartphone app of the cloud service being used. Compared to a simple photo, they crop the contents, use PDF format, and allow you to insert multiple pages into the same file.

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• Start the Dropbox application (other systems have equivalent functions, which you can easily research on your mobile).
• Use the "Scan Document" command.
• Take a picture of the document. To facilitate automatic cropping, insert the receipt in a transparent map that contains a coloured or black sheet.
• Several commands are at your disposal in the preview
  • If necessary, use the Rotate Image command to be vertical.
  • You can add another page by repeating the scan.
• Choose the pdf format.
• Type the file name using the date you find on the document.
  If you do not have your own filing system, use the year-month-day format, the name of the counterparty and a possible observation (ex.: 2022-01-15-Telecom-invoice.pdf ".
• When the file is synchronized on your computer.
  • Copy it to the accounting documents directory.
  • In your accounting file, go to the Transaction table, go on the appropriate row and add the link to the digital document you just scanned.

• The Open link command opens the digital document
  We advise you to create the accounting documents folder in a child location compared to where your accounting file is located.

  Here below we include similar screenshots for Adobe Scan and Microsoft Lens:

   
   

Other useful resources

• Accounting documents folder