Capturing receipts for maximum accuracy

Photo capture tips

Better photos lead to better extraction. Follow these tips for best results.

Taking good photos

Lighting:

• Use natural light when possible
• Avoid harsh shadows
• Even lighting across receipt
• No glare or reflections

Positioning:

• Receipt flat on surface
• Camera directly above (not angled)
• Entire receipt in frame
• Leave some margin around edges

Focus:

• Tap screen to focus on receipt
• Wait for focus confirmation
• Ensure text is sharp and clear
• Take multiple photos if unsure

Stability:

• Hold phone steady
• Use both hands
• Wait for camera to stabilise
• Use phone stand if available

PDF upload

Many receipts come as PDFs, GearGrabber handles these perfectly.

Uploading PDFs

From email:

• Download PDF receipt from email
• Open GearGrabber
• Click "Upload PDF"
• Select file from device

From cloud storage:

• Access PDF from Google Drive, Dropbox, etc.
• Download to device
• Upload to GearGrabber
• Process as normal

From computer:

• Drag and drop PDF into web app
• Or click "Upload" and select file
• Supports multiple PDFs at once
• Processes automatically

PDF quality

Good PDFs:

• Clear, readable text
• Proper resolution
• Not scanned images of printed receipts
• Original digital receipts work best

Challenging PDFs:

• Low resolution scans
• Poor quality images
• Multi-page receipts
• Still work, may need more editing

What makes a good receipt photo

Understanding what makes a good photo helps you capture better receipts.

Essential elements

Receipt must be:

• Flat: No wrinkles or folds
• Complete: All text visible
• Clear: Sharp focus, readable text
• Well-lit: Even lighting, no shadows
• In frame: Entire receipt visible

Common problems

Wrinkled receipts:

• Smooth out before photographing
• Use heavy book to flatten
• Or scan as PDF instead

Faded receipts:

• Use good lighting
• Increase contrast in photo app
• May need manual entry if too faded

Long receipts:

• Take multiple photos (top and bottom)
• Or scan as PDF
• GearGrabber can stitch together

Small receipts:

• Use phone zoom
• Get closer to receipt
• Ensure text is readable
• May need manual entry if too small

Handling poor quality receipts

Not all receipts are perfect. Here's how to handle challenging ones.

Low quality photos

If extraction fails:

• Try taking photo again
• Better lighting
• Different angle
• Manual entry as fallback

Partial extraction:

• Review what was extracted
• Edit to add missing items
• Fill in gaps manually
• Still faster than full manual entry

Damaged receipts

Torn receipts:

• Photograph all pieces
• Upload multiple photos
• GearGrabber tries to combine
• Manual entry if needed

Stained receipts:

• Clean receipt if possible
• Good lighting helps
• May need manual entry
• Keep physical receipt

Very old receipts:

• May be faded or damaged
• Best effort extraction
• Manual entry likely needed
• Archive physical receipt

Manual entry fallback

When to use:

• Extraction completely fails
• Receipt too poor quality
• Missing critical information
• Faster to type than fix

How to do it:

• Click "Manual Entry"
• Fill in fields yourself
• Still attach receipt photo
• Creates records normally

Editing extracted data

Always review and edit extracted data before saving.

Common edits needed

Amount corrections:

• Fix misread numbers
• Correct decimal places
• Adjust totals
• Verify calculations

Item names:

• Fix misread text
• Standardise naming
• Add descriptions
• Categorise correctly

Missing items:

• Add items not extracted
• Include all purchases
• Complete the record
• Ensure accuracy

GST adjustments:

• Fix GST amounts
• Correct GST-inclusive vs exclusive
• Verify calculations
• Match receipt exactly

Editing workflow

1. Review extraction Check all extracted data carefully.
2. Compare to receipt Verify against original receipt.
3. Fix mistakes Edit incorrect fields.
4. Add missing data Fill in any gaps.
5. Verify totals Ensure amounts match receipt.
6. Add notes Include any relevant context.
7. Save Create records in Crescender.

Batch processing

Got a stack of receipts? Process them all at once.

Scanning multiple receipts

Method 1: Multiple photos

• Take photos of all receipts
• Upload all at once
• GearGrabber processes sequentially
• Review each as it completes

Method 2: Multiple PDFs

• Upload several PDFs
• Process in batch
• Review all together
• Save individually or bulk save

Method 3: Mixed

• Combine photos and PDFs
• Process together
• Review as batch
• Save when ready

Batch review workflow

Process all:

• Upload all receipts
• Let GearGrabber extract data
• Don't save yet

Review together:

• Go through each extraction
• Fix mistakes
• Add missing data
• Verify accuracy

Save batch:

• Save all at once
• Or save individually
• Creates all records
• Much faster than one-by-one

Best practices

Organise first:

• Sort receipts by date
• Group by type (gear, expenses, etc.)
• Process similar receipts together
• Easier to review

Set aside time:

• Batch processing takes time
• Don't rush review
• Accuracy matters
• Better to do properly

Regular batches:

• Process weekly or monthly
• Don't let receipts pile up
• Easier to handle smaller batches
• Stay on top of it

Getting started checklist

• [ ] Practice taking good receipt photos
• [ ] Test PDF upload functionality
• [ ] Learn what makes a good photo
• [ ] Practice handling poor quality receipts
• [ ] Master editing extracted data
• [ ] Try batch processing
• [ ] Develop your capture workflow
• [ ] Set up regular processing schedule
• [ ] Keep physical receipts as backup
• [ ] Build good habits

Mastering receipt capture in GearGrabber saves significant time. Good photos and PDFs lead to accurate extraction, and knowing how to edit ensures your records are always correct. With practice, processing receipts becomes quick and effortless.