Build Your Own Receipt Scanning Software: How to Automate Expense Tracking & Loyalty Rewards

What is Receipt Scanning Software?

A receipt scanning app or solution typically provides a user interface (via a web form, mobile app, or email submission) that connects to a receipt scanning API. Once a user snaps a photo or uploads a file, the OCR (Optical Character Recognition) engine extracts key information - like date, total amount, tax, merchant name - and structures it in a spreadsheet or database. This:

• Eliminates manual data entry
• Reduces errors
• Speeds up workflows, i.e. employee reimbursements, and customer rewards campaigns

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How OCR Receipt Scanning Drives Business Value

Modern receipt OCR solutions often come with 90%+ accuracy rates, line item data extraction, multi-language and multi region format support.

From fast expense reimbursements to customer loyalty insights, implementing a receipt scanning solution can unlock:

1. Lower Administrative Costs: Less time spent on manual input.
2. Time Savings: OCR can process hundreds of receipts in minutes.
3. Increased Customer and Employee engagement.
4. Data-Driven Insights: Analyzing receipt data can help you spot trends and optimize spending or marketing strategies.

How a Dedicated Receipt Scanning API Enhances Your Receipt Scanning Software

An API dedicated to receipt scanning will add additional features such as pre OCR image optimisations, duplicate and tampered receipt (fraud) detection, merchant categorisation, and purchase validation of receipt line item data.

This enables faster and more efficient:

• Expense Reimbursements: Validate receipts and streamline reimbursement workflows.
• Loyalty Program Rewards: Verify purchases and award points or promotions.
• Fraud Detection & Risk Mitigation: Spot duplicates and tampering to prevent fraud.
• Real-Time Data Analysis: Gain immediate insights into spending trends and behaviors.
• Auditing & Compliance: Maintain accurate, digitized receipts for audits and taxes.
• Accounts Payable Automation: Match receipts to invoices for timely, accurate vendor payments.

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Discover Two Key Receipt Scanning Software Workflows

1. Receipt Tracking for Expense Management
2. Automating Loyalty and Rewards programs

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In this guide, we’ll walk through two core workflows for leveraging receipt scanning software - one for automating expense management and one for automating loyalty and rewards. First, you’ll see how to streamline expense claims using OCR, then you’ll discover how to reward loyal customers just as efficiently. Feel free to jump straight to the use case that best fits your business needs.

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Workflow 1: Expense Management and Reimbursement

Why Automate Receipt Capture and Processing?

Manually processing employee receipts is tedious and prone to error. Automated expense reimbursement workflows:

• Save hours on data entry
• Extract details like date, total, tax, vendor, and line items
• Integrate with Google Sheets, Excel, QuickBooks, CRMs
• Notify managers automatically for approval

Workflow Overview: The Reimbursement Process

1. Employee Submits Receipt: Via email, upload form, or app.
2. OCR Extraction: The system extracts key data (date, total, tax, merchant, line items).
3. Automatic Logging: Data is saved to Google Sheets, with each line item potentially creating a new row.
4. Manager Notification: Finance or HR gets a real-time approval alert.

Setting Up Receipt Scanning for Employee Expense Management

Below is a quick-start guide on building this automation in Make.com to achieve detailed expense logging.

Key Components

• Email Monitor Module: Watches and triggers the workflow on new incoming emails (Gmail or Microsoft 365). (Can be substituted with a Form or Webhook trigger)
• Email attachment iterator: (Optional) Handles multiple attachments in a single email.
• Receipt OCR: A service like the Taggun OCR module extracts relevant fields, including line items.
• Data Logging: Google Sheets captures the results row by row.
• Filters: To handle receipts differently based on whether line items were successfully extracted.
• Notification Module: Alerts finance/HR for review.

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Step-by-Step Make.com Receipt OCR Expense Management Scenario

This guide details how to build a Make.com automation that extracts data from submitted receipts (like those emailed for reimbursement) and logs each line item as a separate row in a Google Sheet. All line items from the same receipt will share common header information like the receipt number and date.

Scenario Goal: Email -> Extract Receipt Data (incl. Line Items) -> Log Each Line Item to Google Sheets -> Notify Finance

Required Spreadsheet Columns:

The following table outlines the recommended structure for your Google Sheet. This setup is crucial for the Make.com scenario to map the data correctly.

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Get the Template: To save time setting up your spreadsheet with the correct columns, you can use our pre-built Google Sheets template. Make sure you are logged into your Google account, then click the link below and select 'Make a copy' when prompted. This will create a new spreadsheet in your own Google Drive.

➡️ Click here to make a copy of the Google Sheet Template 👈 ‍

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Make Scenario Steps:

1. Watch for New Receipts (Trigger)
   • Module: Gmail (Watch Emails) as the example (Microsoft 365 Email (Watch Emails) will be similar).
   • Config:
     • Set up connection.
     • Choose folder (e.g., / INBOX).
     • Filter: Use Gmail filter criteria (or similar), e.g. subject:"make scan receipt", or to:receipt@company.com to only process relevant emails. Ensure the filter is set to only trigger for emails with attachments.
     • Mark email as read (Optional).
     • Crucial: Note the output field containing the sender's email address (e.g., Sender Address), as you'll need this for the "Employee Email" column later.
     • Set Maximum number of results (e.g., 1 - 5) to control how many emails are processed per run.
2. Iterate Over Email Attachments (Optional but Recommended)
   • Module: Flow Control -> Iterator
   • Why: If a single email might contain multiple receipt files, this ensures each file is processed individually. If you're certain only one attachment will ever be present, you can skip this, but it's safer to include it.
   • Config:
     • Array: Map the Attachments[] array output from your Trigger module (Step 1).
3. Extract Receipt Data Using OCR
   • Module: Taggun Receipt OCR -> Extract Receipt Data from a File (or URL if applicable)
   • Config:
     • API Key: Provide your Taggun API key.
     • File Source: Select "Gmail - Iterate Attachments".
     • Line Items: Ensure you are using the Taggun "Detailed" module (and not "Basic") for extraction of line item details.
4. Route Based on Line Item Presence
   • Module: Flow Control -> Router
   • Why: This allows us to handle receipts differently depending on whether Taggun successfully extracted line items. We need two paths branching off this router.
   • Connect the Taggun module (Step 3) to the Router.
5. Path 1: Line Items FOUND - Iterate Over Line Items
   • (This is the first path FROM the Router)
   • Filter Condition (on the route between Router and this Iterator):
     • Label: Has Line Items
     • Condition: 3. entities.productLineItems[] (Map the array from Taggun) -> Basic operators -> Array length -> Numeric operators -> Greater than -> 0.
     • (This ensures this path only runs if the productLineItems array exists and is not empty).
   • Module: Flow Control -> Iterator
   • Config:
     • Array: Map the {{6.entities.productLineItems}} array output from the Taggun module (Step 3). This iterator will now run once for each line item found.
6. Path 1: Add Line Item Row to Google Sheets
   • (Connect this module AFTER the Line Item Iterator in Step 5)
   • Module: Google Sheets -> Add a Row
   • Config:
     • Select your Spreadsheet and Sheet name.
     • Indicate that the sheet contains headers.
     • Map Values: This is the critical step. You need to map data from multiple modules - the Taggun module (Step 3, for header info) and the Line Item Iterator (Step 5, for line item info), the Email module (Step 1 for sender email address).
7. Path 2: Line Items NOT FOUND - Add Summary Row to Google Sheets
   • (This is the second path FROM the Router - Step 4)
   • Filter Condition (Optional - can be Default Route):
     • Label: No Line Items / Summary
     • (If not setting as the default route, the condition would be the opposite of Step 5's filter: 3. entities.productLineItems[] -> Array length -> Equal to -> 0, OR check if the array itself Does not exist). Set this as the Fallback route if you used a filter on Path 1.
   • Module: Google Sheets -> Add a Row
   • Config:
     • Select the same Spreadsheet and Sheet name as in Step 6.
     • Indicate headers exist.
     • Map Values: Map only the header/receipt-level information from the Taggun module (Step 3) and the Trigger (Step 1).
       • Map Employee Email, Receipt Number, Receipt Date, Merchant Name, Total Amount, Tax Amount, Currency Code, all confidence scores, address details, etc., just like in Step 6.
       • Leave the Line Item specific columns BLANK (Line Item Description, Line Item Quantity, Line Item Unit Price, Line Item Total Price, Line Item Confidence). Alternatively, you could map a static value like "N/A" or "Summary Row" to the Line Item Description column.
       • Map Processing Timestamp (now).
8. Notify Finance for Approval
   • (Place this module AFTER the Router - Step 4. Both Path 1 and Path 2 should eventually lead here. You might need a common merge point or simply attach it after the Router, ensuring subsequent modules wait if needed).
   • Module: Gmail (or Microsoft 365 Email) -> Send an Email
   • Config:
     • To: Finance/Approver email address.
     • Subject: "New Expense Submitted: [Merchant Name] - [Total Amount]" (Map fields from Taggun - Step 3).
     • Body: Include key details extracted (Merchant, Date, Total, Employee Email from Step 1). You could potentially include the Spreadsheet Row number output from the Google Sheets modules (Step 6 or 7) for easy reference.
     • Attachments: Optionally re-attach the original receipt file by mapping the Data and File Name from the Email Attachment Iterator (Step 2) or Trigger (Step 1).

Outcome: Each submitted receipt is processed. If line items are found, each item gets its own row in the spreadsheet, along with the overall receipt details. If no line items are found, a single summary row is added. Finance is notified for review. This provides much more granular expense data while eliminating manual entry.

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Sorting Employee Expenses: Organising Your Raw Data

Once you’ve got all expense data in a “Raw Data” sheet, you may want to sort or group expenses by employee. Below are two quick methods:

Method A: Built-In Google Sheets Features

1. Pivot Table
   
   • Insert → Pivot table
   • Select range from “Raw Data” sheet
   • Rows: Employee Name/ID; Values: Total Amount
   • Refresh for up-to-date summaries.
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2. QUERY Formula
   On a separate tab, use:
   =QUERY(  'Raw Data'!A:E,  "SELECT * WHERE A = 'John Smith'",  1)

• Replace A:E with your actual columns, adjust the WHERE clause as needed.

Method B: Using Make.com to Sync or Filter Data

• Trigger: Google Sheets → Watch New Rows
• Flow Control: Route the new row to an employee-specific sheet based on the “Employee” field.
• Write to Destination: Google Sheets → Add a Row (in a different tab or file).

Whichever method you choose, keep a single “Raw Data” sheet as your source of truth, then create separate views or sheets for simpler analysis.

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Workflow 2: Automate loyalty and rewards programs

Why Automate Receipt Scanning for Loyalty and Rewards?

A receipt-based loyalty or rewards program prompts customers to submit receipts via a simple mobile app or web app form with image upload to earn points or claim rewards. Automated receipt processing in loyalty provides:

• Instant & Accurate validation (minimal or no manual checks)
• Automatic Awarding of points once eligibility criteria are met
• Scalable & Customer-Friendly: Everyone gets quick confirmations

How you automate loyalty or rewards program receipt scanning

Key Components

• Web Form with Image Capture/Upload: Allows users to submit receipts easily.
• OCR Engine: To extract store name, amount, date, etc.
• Validation Module: To check purchase eligibility.
• CRM or Spreadsheet: To update customer records.
• Notification System: To inform customers of earned points or rewards.

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Step-by-Step Make.com Loyalty or Rewards Receipt Scanning Scenario

Below is a quick-start guide on building this loyalty and rewards automation in Make.com.

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1. Collect Receipt Submissions

• Module:
  
  • Jotform → Watch Submissions (if using any webpage)
  • Gravity Forms → Watch Form Entries (if using WordPress)
  • Webhook → Custom Webhook URL (for custom forms)

Config:

• Ensure each form submission includes the file upload (receipt image or PDF).
• Optionally filter out incomplete or spam form submissions before proceeding.

2. Iterate Over Attachments (If Multiple Receipts per Submission)

• Module:
  
  • Iterator (found under Flow Control in Make.com)

Why:

• If a user submits multiple receipts in one form submission, each file must be processed separately.

Config:

• Set the attachment array from your form submission as the Iterator input.
• Each receipt flows into the next step as a separate bundle.

3. Extract Receipt Data Using OCR

• Module:
  
  • Taggun Receipt OCR → Extract Receipt Data from a File

Config:

• API Key: Provide your Taggun API key.
• File: Map the output of the previous form submission or Iterator step.
• Fields: Capture store/merchant name, purchase amount, date, etc.

4. (Optional) Parse & Format the Extracted Data

• Module:
  
  • Text Parser (or similar)

Usage:

• Convert date formats (e.g., DD/MM/YYYY → YYYY-MM-DD).
• Clean up OCR anomalies (like misread characters).
• Round totals or parse decimals if needed.

5. Validate Against Campaign Criteria

• Module:
  
  • Flow Control → Router or IF

Usage:

• Condition Example: If purchase amount ≥ $50 and date is within promo range, proceed to awarding points. Else, move to a rejection path.
• This step ensures only qualifying receipts move on to the next module.

6. Update Customer Records

• Module:
  
  • Google Sheets (or CRM/Database) → Add or Update Row (or Update Contact)

Usage:

• Map the relevant data (customer email, receipt amount, date, etc.) into your database or spreadsheet columns.
• Assign or update loyalty points based on the validated purchase amount.

7. Notify the Customer

• Module:
  
  • Gmail or Twilio → Send an Email/SMS

Usage:

• Qualified Receipt: Send a confirmation message showing how many points they’ve earned.
• Disqualified Receipt: Inform them why they didn’t qualify (e.g., purchase under the threshold or outside the date range).

8. (Optional) Human in the Loop

• Enterprise Feature:
  
  • Review & Correct Step (via a task management or approval module).

Usage:

• If the OCR data is questionable or the amount is borderline, pause the scenario until a staff member verifies the receipt.
• Approved/updated data then flows back into the workflow.

Outcome

A fully automated loyalty or rewards receipt scanning workflow in Make.com. Customers submit receipts through a form, the system instantly validates each submission, updates customer records, and sends notifications regarding point accrual or disqualification—all without manual data entry.

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Result: A smooth, automated loyalty program where receipts are instantly validated, points awarded, and customers kept in the loop.

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Developer API Integration Guides (Optional)

If you prefer to build custom applications or want deeper technical control, we also offer dedicated developer guides. These resources show how to integrate Taggun’s Receipt Scanning API directly with your code:

• How to Scan Receipts in Node.js
• How to Scan Store Receipts with React

For most teams, however, a no-code or low-code setup (such as Make.com, Google Sheets, or popular form builders) is often the fastest route to get started with automation.

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Best Tools for Receipt Data Extraction & Processing

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1. Taggun Receipt OCR API
   
   • High accuracy, multi-language support, designed for receipt and invoice scanning.
2. Taggun Receipt OCR Make.com Module
   
   • Most of the full receipt OCR API features and easy to setup.
3. Google Vision OCR
   
   • Free-tier available, integrates easily with Google Sheets.
4. Microsoft Azure OCR
   
   • AI-based, enterprise-ready.
5. Make.com
   
   • Low-code platform for building advanced workflows across multiple apps.

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FAQ 

1. How accurate is OCR for receipts?
   Most modern OCR APIs boast 90%+ accuracy, though results may vary with low-quality images or unusual formatting. Review this doc on how to improve receipt scanning performance.
2. Can I integrate receipt OCR with my existing accounting software?
   Yes, many solutions offer direct integrations with QuickBooks, Xero, or other platforms.
3. How do I handle multi-currency or multi-language receipts?
   Choose an OCR API like Taggun or Microsoft Azure OCR that supports multi-language recognition and currency detection. Review this article on multi language and region receipt ocr support.
4. Is OCR-based receipt scanning secure?
   Reputable OCR providers use encryption and secure data transfer to protect sensitive information on receipts.

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Final Thoughts: Why Use Receipt Scanning Software?

Automation through receipt scanning software revolutionises expense management, loyalty programs, and beyond:

• Eliminate Manual Data Entry: Save time, reduce errors.
• Enhance Accuracy: OCR handles line-items, taxes, and vendor names.
• Boost Efficiency: Speed up reimbursement approvals, loyalty reward confirmations, and data insights.

Ready to build your own receipt scanning solution? Start with Make.com, Taggun OCR, and Google Sheets (or your chosen stack) to automate your processes today!

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