Free App to Track Receipts for Taxes: Top Picks 2025

The best free app to keep track of receipts for taxes can simplify tax season for freelancers by automating expense tracking and ensuring accurate record-keeping. These apps allow users to easily scan and categorize receipts, saving time and reducing stress. Key features to look for include:

• User-friendly interfaces
• Compatibility with various devices
• The ability to export data for tax filing

In 2025, top apps like Bonsai Tax and Expensify offer comprehensive solutions that help freelancers save an average of $5,600 annually by maximizing deductions. Choosing the right app ensures compliance with IRS guidelines and prepares you for potential audits, making tax season a breeze.

The tax season is tough for everyone. It is even tougher for freelancers because they have the extra responsibility of keeping track of all their expenses (meals, travel, entertainment, etc.), incomes, and receipts for taxes.

Recording these 1099 tax deductions or business expenses can be time-consuming and tedious.

However, saving and recording all your receipts are vital for a freelancer. This is because those expenses can be deducted when you file your annual taxes.

Receipts prove that your expenses are legitimate business costs and not fraudulent ones. They can come in handy in the unfortunate case that the IRS decides to do a spontaneous tax audit of your receipts/returns.

Luckily for you, you no longer need to spend hours hoarding receipts and manually inputting business expenses into a spreadsheet. Receipt tracking apps are here to relieve you of that burden.

Let's take a closer look at what makes receipt tracking apps work for a freelancer.

Note: On average, users save $5,600 from their tax bill by using our software. If you want to track self-employed deductions and stay on top of all your taxes, try a 7-day test drive of Bonsai Tax. Our app records your receipts and sends you notifications to file quarterly taxes as well as notify you of any filing deadlines. You'll also get access to all our product suite for freelancers.

Features of an ideal app for keeping track of receipts

While many tax receipt-scanners out there offer features that resonate with different business owners' values, it is a widely accepted fact that the software that can automate the receipt-tracking process is the preferred choice.

The best receipt app should be able to name, arrange, and organize the receipts efficiently and quickly. Other features include:

• Ability to dig deep into the receipt data
• Efficient digital expense tracking

Data categorization

Nothing too complicated. The ability to dig deep into the receipt data is one of the biggest benefits of going digital for receipt expense tracking.

A receipt scanning app is ideal for just such a situation as you can link all your expense data, invoices, and receipts to different categories, accounts, and projects.

Compatibility with various devices

With everyone having some kind of mobile device—a mobile phone, tablet, or laptop—an app that works on any device through mobile apps from either iOS or Android app stores is ideal.

Most of these mobile apps just need you to take pictures of receipts to scan them. Others even come with in-built scanners that make it easy to scan receipts, create and submit expense reports.

Optical Character Recognition (OCR)

OCR uses an algorithm that converts characters from printed sources into digital formats that allows them to be easily manipulated and edited.

For quick and easy creation and submission of expense reports, look for an app with Optical Character Recognition technology that automatically inputs data into an expense report by pulling it from a scanned receipt.

Digital saving for easier storage

Digitally saving your receipts saves you space and time trying to decipher damaged and faded receipts. After all, you'll need to keep tax receipts for a long time in case you get audited. Physically saving your receipts in a cabinet or storage box exposes them and they may get damaged from wear and tear and natural disasters such as floods or fires.

Now, let’s have a look at five of the best receipt-tracking apps out there.

Best apps for keeping track of receipts

We've put together a list of the finest receipt scanners, receipt scanning apps, and software to organize your receipts, including options ideal for freelancers and small business owners.

Let's start off with our favorite receipt scanner...

Bonsai Tax

With raving reviews from the online community, Bonsai Tax is quickly becoming the best 1099 expense tracker amongst freelancers. People especially love the interactive and intuitive user interface that makes it easy for everyone to navigate the system.

Bonsai's receipt scanner automatically imports expenses from bank and credit cards, then categorizes as well as tracks them on the web and on mobile apps. Not to mention, the tax deduction tracker could provide you with quarterly tax estimates for your payments throughout the year.

Bonsai offers full and unlimited access to all its Workflow and plus features in its 14-day free trial. You must enter your credit card to begin the trial. No charges will be made until your subscription ends.

This app has been hailed the go-to tax software for self-employed folks and here’s why:

It has a centralized dashboard for receipt scanning & expense reports

Gone are the days that you had to track your income and expenses manually. With Bonsai’s centralized dashboard, everything is all laid out and you can simply see what you’ve spent and made each quarter or month.

You can create expense reports with one click when tax season arrives. Additionally, Bonsai's automatic tax receipt organizer offers other useful tools.

Makes the creation of contracts and proposals much easier

Bonsai comes with pre-installed contract templates that cover all major legal items that you require to create your contracts. All you have to do is fill in the specific details of your project without worrying about all the legal loopholes.

Bonsai also allows you to customize your proposals with your logos and images. It then gives you the chance to create different proposal packages that your clients can choose from. It also notifies you when a client views your proposal.

It allows you to track multiple projects

The time recording feature is awesome for freelancers who take on multiple projects at the same time. With this feature, you can track time for different projects and not miss out on any of them and lose money.

It streamlines all the processes

The central dashboard consolidates your invoices, projects, payments, and tasks in one convenient place. The systems integrate seamlessly and communicate smoothly, streamlining all your freelance work.

It has an easy-to-use interface

Bonsai is really straightforward to use with its simple user interface. It allows you to automate your processes and have your financial and project information in one place. Put simply, it makes tracking business expenses for your small business hassle-free.

If all these sound good to you, then go ahead and try it. Do a test run of the software for 14 days here and see for yourself why freelancers are raving about Bonsai.

Xero

Xero is one of the most popular accounting tools out there alongside QuickBooks. Xero’s receipt capture feature through snapping a photo makes it a favorite of many freelancers. This feature allows you to submit your expense claim immediately after you snap a photo of your receipt without the hassle of having to manually record or scan it, making expense tracking a breeze.

Xero allows for automatic data entry which enables easy matching of all your transactions to your bank feed. Small business owners benefit from this expense reporting mobile app which makes expense reporting easier for you come tax time.

Xero’s bill and receipt capture tool, Hubdoc makes it easy for you to get your receipt and bills to Xero, making your bookkeeping process run smoothly.

Xero also allows for cloud storage as all the receipts that are processed through Hubdoc are automatically stored on the cloud. This means that you can access your receipts and invoices any time you want, and with permission, your accountant can access them too.

QuickBooks Online (QBO)

QuickBooks is an amazing accounting software that is ideal for medium-sized or small businesses. QuickBooks Receipt Scanner utilizes Optical character Recognition technology to scan receipts and record all attributes of your transaction including the time, date, and location of the transaction.

Freelancers can use QuickBooks Self-Employed, which has an intuitive and interactive user interface that lets you sort between your small business and personal expenses. This helps you stay on top of your finances efficiently.

QuickBooks also integrates with many receipt-scanning apps, giving you a comprehensive view of your finances.

FreshBooks

FreshBooks is a free mobile app that is available in both IOS and Android systems. It is dynamic accounting software that was built with small businesses in mind so it is super easy to use.

As with most digital receipt scanning apps, FreshBooks allows you to simply snap a photo of your receipt to scan it.

Once you add data from your receipt — such as the expense purpose, grand total, taxes, and vendor name — into the expense category, it automatically syncs with all your other devices that have the app, like your desktop. This makes it easy to view and retrieve the data whenever and wherever you need it. Check out our list of the best FreshBooks alternatives.

Expensify

Just like Wave, the beauty of this expense reporting app is that it seamlessly integrates with FreshBooks. Not only does it allow you to export your expenses from your business credit cards within the app, but it also has SmartScan capability, its receipt scanning software, that captures the most important details from your receipt once you take a picture of it.

On top of receipts, that app can help you track mileage too. It uses GPS tracking to help record business travel data.

The price is $5 per month per user. This scanner app emails your digital receipts and expenses to your Expensify account, which lets you create expense reports on the go without manually inputting receipt details.

Check out some of the other alternatives to Expensify.

How to choose the best receipt scanner app

Identify essential features for receipt tracking

The best receipt scanner app offers accurate scanning and easy organization of your receipts. Look for apps that use OCR (Optical Character Recognition) technology to extract data automatically, saving you time on manual entry. Apps like Expensify and Receipt Bank provide reliable OCR that captures vendor names, dates, and amounts with minimal errors.

Another essential feature is the ability to categorize receipts by project, client, or expense type. This helps freelancers and small business owners keep their finances organized for tax season or client billing. Apps such as Shoeboxed allow you to tag receipts and generate reports based on those categories, making it easier to track deductible expenses.

Finally, consider apps that support multi-format uploads, including photos, PDFs, and email forwarding. This flexibility ensures you can capture receipts no matter how you receive them. Prioritize apps that also offer cloud backup to prevent data loss. Taking these features into account will help you select an app tailored to your specific receipt tracking needs.

Evaluate cost and value for your business

Choosing a receipt scanner app means balancing cost against the features you need. Many apps offer free tiers with limited monthly scans, such as Wave Receipts, which provides 5 free scans per month. Paid plans starting at $5 to $15 per month often include unlimited scans and advanced features like multi-user access and integration with accounting software.

Consider how much time and money the app saves compared to manual tracking. For example, if an app reduces your bookkeeping time by two hours a week and your hourly rate is $30, a $10 monthly subscription quickly pays for itself. Check if the app offers a free trial so you can test its usability and features before committing.

Assess your business size and growth plans when reviewing pricing. Small freelancers may prefer simpler, lower-cost options, while growing businesses might benefit from scalable plans with enhanced reporting and team collaboration features. This approach ensures you invest in an app that delivers real value for your unique situation.

Check for software integrations and compatibility

Integration with your existing tools is crucial when selecting a receipt scanner app. The best apps connect seamlessly with popular accounting software like QuickBooks, Xero, or FreshBooks, enabling automatic syncing of expense data. For instance, Receipt Bank integrates directly with QuickBooks Online, reducing duplicate data entry and errors.

Additionally, verify the app’s compatibility with your devices and operating systems. Most top apps support both iOS and Android, along with web-based access, so you can scan receipts on the go or from your desktop. This flexibility is especially important for freelancers who work from multiple locations or devices.

Finally, consider whether the app supports exporting data in formats compatible with your tax software or financial advisors. Having this capability simplifies year-end reporting and tax filing. Prioritize apps that offer robust integrations to streamline your workflow and reduce administrative overhead.

Frequently asked questions about app for keeping track of receipts

What features should I look for in an app for keeping track of receipts?

Essential features in a receipt tracking app include automatic receipt scanning, cloud storage, and easy expense categorization. These features save time by reducing manual data entry and help organize receipts for tax filing and budgeting.

For example, apps like Expensify and Receipt Bank use OCR (optical character recognition) to extract data from photos of receipts instantly. Additionally, integration with accounting software such as QuickBooks or Xero streamlines bookkeeping for freelancers and small business owners.

When choosing an app, prioritize those that offer multi-device syncing and export options in formats like CSV or PDF. This ensures you can access your receipts anywhere and share them with your accountant or tax preparer efficiently.

How secure are apps for keeping track of receipts?

Receipt tracking apps typically use encryption and secure cloud storage to protect your financial data. Most reputable apps comply with industry standards such as GDPR and SOC 2 to ensure data privacy and security.

For instance, Shoeboxed encrypts data both in transit and at rest, and requires two-factor authentication for account access. However, it’s important to review each app’s privacy policy to understand how your data is handled and whether it is shared with third parties.

To enhance security, use strong, unique passwords and enable multi-factor authentication when available. Regularly backing up your receipt data outside the app can also prevent data loss in case of technical issues.

Can I use receipt tracking apps for tax deductions and audits?

Receipt tracking apps help freelancers and small business owners organize expenses for tax deductions and audits. Keeping digital copies of receipts makes it easier to prove business expenses to the IRS or other tax authorities.

Apps like QuickBooks Self-Employed allow you to categorize expenses by tax category, making quarterly tax filings more accurate. Additionally, some apps generate reports summarizing deductible expenses, which you can share directly with your accountant or tax software such as TurboTax.

To maximize benefits, regularly upload receipts and reconcile them with your bank statements. This habit ensures you don’t miss any deductible expenses and keeps you prepared in case of an audit.

Are receipt tracking apps suitable for all types of businesses?

Receipt tracking apps are versatile and can be used by freelancers, sole proprietors, and small to medium-sized businesses across various industries. However, the complexity of your business expenses may influence which app is best suited for you.

For example, a freelancer with simple expense needs might prefer a straightforward app like Wave Receipts, while a small business with multiple employees and expense reports might benefit from a more robust solution like Expensify or Concur.

Consider your business size, expense volume, and integration needs when selecting an app. Many offer free trials or tiered pricing plans, allowing you to test features before committing to a subscription.

Final thoughts on apps for keeping track of receipts

To avoid being flagged for a potential IRS audit, sort your receipts for taxes and identify which expenses qualify as business expenses. With numerous receipts from meals, entertainment, and travel expenses, make notes on the receipts or a memo stating who you were with and why. This makes it easier to categorize your expenses when uploading them to your accounting software during tax time.

Keeping your receipts benefits small businesses and freelancers in the long run. You can maximize those benefits by tracking your receipts. When you track your receipts, you can identify and know if you are liable to pay taxes. You can also make the most out of the expenses you claim.

Using Bonsai Tax's receipt-tracking software makes managing your business finances easier. Try a 14-day free trial here. The software integrates with most accounting software, simplifying transaction itemization and streamlining your budgeting process.