Don’t have access to a scanner? No problem.

Accountant-in-Sydney-free-advice-18
It is really easy to scan documents to give to our accountant, even if you don't own a scanner, we explain some of the options available
Outline

Need to scan a document for your accountant?

  • Accountants can help with ATO reviews or audits.
 
  • An ATO review is the first stage of questioning.
 
  • An ATO audit is a deeper exploration of your financials.
 
  • Managing an ATO audits can be made simple with an accountant.

Scanners are being used less & less, effectively becoming obsolete in the business world. Traditionally we would help business owners to do their bookkeeping, manage their accounting or submit tax returns using all the provided physical paper copies of invoices or calculations. These days you don’t even have to keep all those piles of paper or receipts to then scan them later on when you need them or are asked to share them. 

There are lots of different apps available that can be used with a smartphone that enable you to take a photo of a document whether it is a receipt or some other paperwork. They can then send this to your eMail, forward to an admin staff member or even straight into your online accounting software like Xero. 

The benefit of this is not only speed, but the ability to get information to the right people and/or the right financial systems very quickly so that documents aren’t lost. This becomes crucial when it comes to substantiating any claims or processing your tax returns. It can also help in the case you are asked to submit information for an ATO Review or Audit.

If you don’t have a scanner, there are still several ways you can scan a financial document and even use that file in your accounting software;

  1. Use your smartphone camera: as mentioned above, most modern smartphones have high-quality cameras that can be used to capture clear images of documents. Simply take a photo of the document using your smartphone camera and then transfer the image to your computer for use in your accounting software.

  2. Use a document scanning app: There are many free and paid document scanning apps available for smartphones that can help you scan documents. These apps use your smartphone camera to take a picture of the document and then convert it into a PDF or other file format that can be used in your accounting software.

  3. Use a digital camera: If you have a digital camera, you can use it to take a photo of the document and then transfer the image to your computer for use in your accounting software.

  4. Use a photocopier with a scanning function: If you have access to a photocopier with a scanning function, you can use it to scan the document and then save the file to your computer for use in your accounting software.

 

Once you have scanned the document, you can import it into your accounting software using the software’s import function. Most accounting software allows you to import documents in a variety of file formats, including PDF, JPEG, and PNG. Simply locate the file on your computer and select it for import into your accounting software. Be sure to check that the imported document is accurate and complete before using it in your accounting records.

If you need to get documents to your accountant but you don’t have a scanner, then don’t worry – you can simply use your iPhone, iPad, or iPod touch. If you have an iPhone, you don’t need to download a new app to your phone, you already have a built-in scanner available through your Notes Application.

With an iPhone.

  1.  Open the Notes app
  2. Select a note or create a new one
  3. Click on the Camera button, then click on Scan Documents
  4. Place your camera over the document to scan
  5. If your device is in Auto mode, your document will automatically scan.
  6. If you need to manually capture a scan, click the Shutter button then drag the corners to adjust the scan to fit the page, then click Keep Scan.
  7. Click on Save or add additional scans to the document
  8. Click on the document to Email, Message, or Save to files.
 

If you don’t have an iPhone.

There are many other apps that give you the ability to scan from your phone:

 

  

There are many others available, not only will scanning on the go save you time, but it will also assist those who are working remotely and will save space on your desk removing those piles of documents that need scanning. This is another example of moving to a paperless accounting system where you don’t keep paper records and can manage everything with online accounting software like Xero.

How can you manage scanned documents for an accountant?

If you want to take things a step further you can use online applications like Hubdoc to capture your financial documents very easily. You can take photos on your mobile, use email, scan or upload documents into Hubdoc so that all of your documents are stored online, in one place. What then happens is that Hubdoc does the data entry by reading key information from bills and receipts and turning that it into usable data. This means things like supplier names, amounts, invoice numbers and due dates are extracted for you to create transactions in Xero online accounting software with the source document attached. 

It means you can literally publish your docs and their data directly to accounting software like Xero so that your accountant can gain access to do your bookkeeping, tax returns or work on other financial reporting for you. So not only does this become a great way to capture & store all your documents even if you don’t have a scanner, but it takes things to another level by integrating the information into your online accounting software.

 

Ways you can scan documents for an accountant without a scanner?

If you need to get documents to your accountant but you don’t have a scanner, then don’t worry – you can simply use your iPhone, iPad, or iPod touch. If you have an iPhone, you don’t need to download a new app to your phone, you already have a built-in scanner available through your Notes Application.

With an iPhone.

  1.  Open the Notes app
  2. Select a note or create a new one
  3. Click on the Camera button, then click on Scan Documents
  4. Place your camera over the document to scan
  5. If your device is in Auto mode, your document will automatically scan.
  6. If you need to manually capture a scan, click the Shutter button then drag the corners to adjust the scan to fit the page, then click Keep Scan.
  7. Click on Save or add additional scans to the document
  8. Click on the document to Email, Message, or Save to files.
 

If you don’t have an iPhone.

There are many other apps that give you the ability to scan from your phone:

 

  

There are many others available, not only will scanning on the go save you time, but it will also assist those who are working remotely and will save space on your desk removing those piles of documents that need scanning. This is another example of moving to a paperless accounting system where you don’t keep paper records and can manage everything with online accounting software like Xero.

How can you manage scanned documents for an accountant?

If you want to take things a step further you can use online applications like Hubdoc to capture your financial documents very easily. You can take photos on your mobile, use email, scan or upload documents into Hubdoc so that all of your documents are stored online, in one place. What then happens is that Hubdoc does the data entry by reading key information from bills and receipts and turning that it into usable data. This means things like supplier names, amounts, invoice numbers and due dates are extracted for you to create transactions in Xero online accounting software with the source document attached. 

It means you can literally publish your docs and their data directly to accounting software like Xero so that your accountant can gain access to do your bookkeeping, tax returns or work on other financial reporting for you. So not only does this become a great way to capture & store all your documents even if you don’t have a scanner, but it takes things to another level by integrating the information into your online accounting software.

 
Rick & Bryn
Rick & Bryn

Experienced accountants who love helping other business owners in Sydney to maximise profits, improve cash flow & grow their business.

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At Fitzpatrick and Robinson our purpose and reason for being is to help business owners make more money, pay less tax while growing in a sustainable & methodical way. We have a team of bookkeepers, accountants, tax accountants for business, a CPA, Xero accountant specialists while also providing business advisory services.

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