Shoeboxed

What Is Shoeboxed?

Shoeboxed is a receipt and expense management application designed to change paper receipt workflows into digital records while organizing company documents and financial data. It allows customers to submit receipts by using mobile scans, email, or its Magic Envelope service, and then utilizes OCR to convert receipt data into searchable digital records. Once the data is gathered, the software helps users categorize receipts, generate expense reports, and its mileage tracker logs business miles for tax deductions. Meanwhile, its search and filtering options make it easy for end users to browse for receipts by vendor, date range, price range, category, envelope, and payment method.

What Is Shoeboxed Best For?

Shoeboxed is best for digitizing and organizing receipts and tracking business expenses, particularly for businesses and professionals who need a simple way to capture receipts while on the go. Its mobile tools let users photograph receipts and use GPS-based mileage tracking to keep travel and expense records organized without relying on manual entry. It is also useful for maintaining accurate records for tax preparation and reimbursement, especially for users who regularly handle large volumes of receipts and mileage expenses.

How Much Does Shoeboxed Cost?

Shoeboxed pricing starts at $9/month for the Starter plan. This plan includes one user, unlimited mileage tracking, 30 digital scans/month, one Magic Envelope/year, and audit-proof reports and CSV export features. Further pricing tiers of the software are as follows:

• Pro: $29/month
• Plus: $79/month
• Paper Plus: $179/month

A 30-days free trial is also available. In addition to the base subscription costs, organizations should account for the following potential expenses:

• Implementation: can be around $1,500 (Configures accounts, users, permissions, and receipt-processing settings)
• Data Migration: $500–$3,000 (Transfers historical receipts, expense records, and digital documents)
• Training And Onboarding: $300–$1,500 (Trains users on receipt capture, categorization, reports, and exports)
• Integrations: $500–$3,000 per integration (Connects Shoeboxed with accounting and third-party business systems)
• Customization And Configuration: $500–$2,500 (Sets custom categories, sorting rules, tags, and document preferences)
• Premium Support: $500–$2,500/year (Provides priority assistance for account and processing issues)

Users have mixed sentiments toward Shoeboxed’s pricing. Some reviewers said that it can get expensive when scan limits are exceeded. A few said that the free plan was limited, and recent price increases made the paid plans expense particularly for small businesses.

Disclaimer: The pricing is subject to change.

Shoeboxed Integrations

Shoeboxed supports integration with a variety of third-party applications, including:

• Bench
• QuickBooks Online
• Xero Accounting Solution
• HP
• Evernote

How Does Shoeboxed Work?

Follow the steps outlined below to get started with the software:

• Log in to your account to access the receipt management dashboard
• Submit receipts by mailing them, uploading images, emailing them, or syncing Gmail receipts
• Process receipts through OCR extraction and human verification of captured data
• Organize receipts using default tax categories or custom sorting rules
• Manage digital receipts by searching, reviewing, editing, and storing records
• Create expense reports by selecting receipts for reimbursement or recordkeeping
• Export receipt data and reports to CSV, PDF, QuickBooks Online, or Xero

Who Is Shoeboxed For?

The software is designed for businesses across various industries and is typically used by:

• Real estate
• Healthcare
• Technology and SaaS
• Hospitality and food services

Shoeboxed Use Cases

Based on our analysis of user feedback and Shoeboxed features and capabilities, we have identified the following key scenarios where it is a good fit:

Business Owners Struggling With Unsorted Paper Receipts

Business owners often spend hours organizing, scanning, and sorting through huge stacks of paper receipts. Shoeboxed’s Magic Envelope allows users to send unsorted receipts directly to its processing facility. The software scans the papers, extracts and validates the data, assigns receipts to 15 common tax categories, and uploads the organized records into the user’s account. Users can then search their digital receipts, establish custom categories for specific expenses, and select to have original documents returned or shredded following processing.

Finance Teams Struggling To Monitor Spending Across Multiple Projects

Finance teams can face growing challenges in keeping employee expenses organized as their business expands. Small teams can collect receipts in one central account, while bigger teams can create employee or team sub-accounts to segment spending and control access. Larger and multi-location businesses can maintain separate accounts by location and use filters to review expenses by date, cost, category, vendor, or other data points. Teams can also prepare expense reports for reimbursement and keep digital records for accounting purposes.

Business Owners Spending Too Much Time Managing Expenses In Spreadsheets

Business owners can spend significant time manually entering and sorting receipts, invoices, and mileage records in spreadsheets. Shoeboxed reduces this manual work by automatically scanning and categorizing these records. Once expenses are organized, users can create customizable expense reports that provide actionable insights at their fingertips, helping them review spending and make informed financial decisions. These organized records can also support tax preparation by keeping expense documentation readily accessible.

Drivers Struggling To Keep Accurate Business Mileage Records

Drivers who spend long hours on the road can find it difficult to consistently record business trips and maintain mileage records for tax deductions. Shoeboxed uses the phone’s GPS to track business trips after users start mileage tracking, then calculates the mileage using the standard mileage rate. The resulting trip summary includes details such as the date, mileage, deductible rate, and route, while users can add trip details and save the record for tax preparation.

Is Shoeboxed Right For You?

If you are a business owner, independent professional, or team managing receipts, expenses, and financial documents, Shoeboxed offers receipt management and expense tracking tools that help organize records digitally. Its cloud-based platform supports businesses of different sizes, while features such as receipt categorization, mileage tracking, and accounting integrations cover common bookkeeping and expense management tasks.

The software supports GDPR compliance, SSL encryption, IRS-accepted digital archiving, and access controls to protect financial documents and receipt data. The software is also used by businesses and organizations, including LoopFlow.co, High Praise Worship Center International, McNeely Building Group, Bosch Bakery, and Texas Financial Advisory.

Still not sure if Shoeboxed is right for you? Contact us at (661) 384-7070 and we will help you make the right choice.