Keep the receipt should be a mantra for anyone starting a home business. But most of us know that. The big problem is being ready when "the taxman cometh." Finding your receipts for taxes and organizing them can be time consuming and frustrating.
The NeatDesk Desktop Scanner and Digital Filing System can change that. It's time to lose the shoe box full of receipts and un-clutter your desk of scattered notes, bills, statements and documents. It will go a long way toward organizing your life..
Why NeatDesk instead of a flatbed scanner
If you are starting a home business or have a home office you may have an all-in-one printer which includes a flatbed scanner. And you may have entertained the thought of using it to go paperless by scanning everything and creating electronic files rather than buying more file cabinets. A good idea but impractical once you discover how cumbersome it can be scanning one item at a time and flipping two-sided items over to get both sides.
With NeatDesk you can load your receipts, along with business cards and other documents if you like, and scan them in one scanning session. The input tray is designed to accommodate fixed widths for business cards, receipts and documents rather being adjustable. You may find it necessary to remove the input tray if you have variable widths that don't fit the fixed slots and use the document feeder.
The included software grabs the key information and places it in a searchable database along with an image of each element.
NeatDesk reduces paper clutter and "black-hole" filing
Regular scanning sessions will capture your receipts before the disappearing ink vanishes as it often does on register receipts. You can rest easy knowing you have captured the original and there will be no panic trying to find them all come tax time.
Clear your desk by scanning documents you need to keep as a matter of record or for later retrieval. You can readily find them by searching for keywords.
And all those business cards that are lying around… they can be scanned to become digital contacts. The software captures name, customer, address, phone and email data but you can add notes and other information during the edit. You can sync your business card contact data with Outlook® or Address Book and export in formats such as Vcard and CSV.
The included NeatDesk software organizes your stored information in a way that makes it easy to use. The software attempts to place the extracted data such as date, vendor, price, sales tax,etc., in the appropriate places but is not always successful. You are given the opportunity to edit each scanned element and can fix these problems during this step.
You can tie your business receipts to IRS tax categories selected via a drop down menu of IRS schedules and forms. Personal receipts can be tied to your budget categories.
You can create reports of business expenses in a way that saves your tax accountant time which should save you money amd your data can be exported to Excel®, Quicken®, or TurboTax®.
Is NeatDesk right for you?
The NeatDesk is an easy scanner with a short learning curve that will satisfy most home business needs. It is a low cost solution and available for PC and Mac environments. If you're willing to spend a little more, check out the Fujitsu ScanSnap S1500.