Smart Receipt Scanning: Real Results from a Manufacturing Expense Workflow

Spotlight

Receipt Scanner 365 transformed expense reporting for a leading manufacturing firm by eliminating paper-based processes and manual entry. By capturing receipts instantly and syncing them with expense reports, the finance team reduced reimbursement delays, improved policy compliance, and gained full visibility into field spending—all without increasing headcount.

Highlights

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Reduction in Manual Data Entry

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Faster Reimbursement Turnaround

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Digital Receipt Archiving

Customer’s Speak

Mike Reynolds

Legal Operations Manager

“

Managing contracts manually led to missed deadlines, compliance risks, and inefficiencies. With SharePoint Contract Management, automation streamlined workflows, reduced manual effort, and ensured compliance. Now, we focus more on clients instead of paperwork.

Fragmented Receipt Collection

Employees working across multiple sites submitted paper receipts through different channels—email, courier, or sometimes not at all. This made it nearly impossible to collect and track all expenses on time.

Error-Prone Manual Entry
Finance staff had to manually transcribe amounts, vendors, and dates from physical receipts into spreadsheets. Typos, duplicates, and missed entries created compliance risks and slowed down audits.
Delayed Reimbursements
With missing receipts and data inconsistencies, approvals were delayed, frustrating employees and slowing month-end close.
Limited Visibility Into Field Expenses
Supervisors and finance managers lacked real-time insight into ongoing expenses at remote sites, making it difficult to manage budgets proactively.

Automated Receipt Scanning

Employees now snap photos of receipts using the Receipt Scanner 365 mobile app. OCR technology extracts key details instantly and auto-fills them into the expense report.

Real-Time Sync with Expense Reports
Receipts are matched to specific reports and cost centers automatically. Finance teams get real-time updates and can verify expenses on the go.
Centralized Digital Archive
All scanned receipts are stored in a secure, searchable cloud repository—eliminating paper files and improving audit-readiness.
Faster Review and Approval
Supervisors receive instant alerts for new expense reports, allowing them to review and approve claims directly from their devices.

Results & Business Impact

75% Reduction in Manual Data Entry
Automated scanning replaced manual input for the majority of receipts, saving finance teams hours each week.
3x Faster Reimbursement Turnaround
Employees now get reimbursed within a day or two, instead of waiting up to a week for manual approvals.
100% Digital Receipt Archiving
No more lost paper or email attachments. Every receipt is stored, searchable, and linked to its report in one unified system.