If your team mostly works in the cloud, it can be a hassle to scan in documents and get them uploaded to the right place. ScanDrop makes the process more efficient by giving you the option to scan documents directly to cloud file storage apps like Dropbox, Evernote, Google Docs and OfficeDrop Online. You can also create a PDF immediately from a scanned document, letting you skip file format conversions.

ScanDrop works with Google Docs’ OCR feature to convert scanned documents into editable text. Other features built into ScanDrop allow you to change the order of pages or delete a few entirely. You can also organize and tag files.

The application is available for both Mac and Windows, although the feature set varies between the different platforms; the Mac version is the most recently upgraded. ScanDrop for Windows is currently available for free from OfficeDrop’s website, while ScanDrop is priced at $9.99 in the Mac App Store. The list of scanners that ScanDrop will automatically work with is impressive, listing not only well-known brands, like HP and Epson, but some more specialized tools, like NeatDesk.

Truly Going Paperless

I can see a virtual team making great use of ScanDrop: whoever is in charge of physical documents and checking the actual mail box can scan and upload files in a matter of minutes. With a little planning, it might be possible to eliminate the office entirely, beyond having a post office box.

ScanDrop is still listed as being in beta, so it’s possible that new features — perhaps a few more applications that you can send your scans too? — will be available in the future.

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Many feature phones from other parts of the world have QR readers built-in, but not the iPhone. Fortunately, we have the App Store. I tested a whole range of different QR reader iPhone apps, and picked out five of the best. All are free to download. I tested each with three QR codes representing different content: a phone number, a piece of text (The quick brown fox…), and a URL (http://theappleblog.com).

#5: QR App

The interface for QR App can be a little confusing; in scan mode, what looks like the standard camera app shows up, making it seem as though you have to press the shutter button then the Use button. However, this isn’t the case — if the app detects a QR code anywhere in its view, it’ll automatically take the photo and read the barcode. I did have some trouble getting it to recognize codes sometimes, though.

Another annoyance I had with QR App was that the app will automatically open Safari or the Phone app without prompt f the code contains a URL or a phone number. Sometimes I like to be able to grab the information, but use it later on. The app does save a history of the codes you read, but I just don’t like the way it switches apps without asking permission first.

#4: i-nigma 4

There are two versions of i-nigma: i-nigma 4 for devices running iOS 4 and the other made for iOS 3. Like QR App, i-nigma saves a history of the codes you’ve read. However, i-nigma has a few sharing options for the codes in your history. You can display the code itself on your device’s screen for someone else to scan, or you can share on Facebook and Twitter. Unfortunately, sharing on social networks requires closing the app and opening the i-nigma website in Safari.

i-nigma has a few limited customization options: You can change the sound which plays when you scan a code, choose whether codes are automatically saved in the history, and whether you want URLs to be launched instantly or not. You can also save phone numbers you pick up into your contacts. It’s not the most flexible of apps, but it also isn’t the worst.

#3: TapReader

I’ll start with a downside to TapReader: when you launch the app for the first time, you need to give it an email address and set up a password, which it says is so that your QR codes are saved to your account for later viewing. However, the app has a local archive of recent QR codes, so I don’t see the need for an account.

My favourite feature of TapReader is that, although it can be a little hard to find at first, there’s a mode where you can scan multiple codes in succession without visiting the archive between scans. There may not be many occasions where you need to scan more than one code in a row, but at events like trade shows where you might be meeting a lot of people at once, it could come in handy.

There are also some settings in the app which allow you to turn off sound and vibration, and to decide which data types automatically launch other apps. This is good if you’d like phone numbers to automatically dial, for instance, but you don’t want URLs to open automatically.

#2: QR Scanner

Coming in at an extremely close second, QR Scanner is fast; you don’t have to align the code with the scanner on-screen; and it has settings similar to TapReader’s, which allow you to customise the apps which automatically launch when you scan a code. In its Recent Scans view, you can tap an item and have the option to open it with the appropriate app (it even suggests View on Map for addresses), or copy it to the clipboard.

The only reason QR Scanner falls to second is because of its interface. To put it simply, it’s ugly. Look at the screenshots in the gallery below for proof. Other than that, I can’t fault the app, but when it comes down to it, this is an iPhone, so I expect my apps to look good and work well.

#1: QR Reader for iPhone

The developers of QR Reader for iPhone got it exactly right. It’s the quickest to scan out of the five apps; it has a huge range usability and sharing options; and it also looks good.

When you read a code, the app will show you a “details” view which allows you to launch another app to open the information, except text and URLs, which both open within the app itself. For URLs, there’s a built-in web browser which cuts out the need for launching Safari. There are ads within the web browser view, but that’s a small price to pay with an app as nice as this.

Tapping Share in the details view brings up a list of ways to get the information out of the app, including email, Facebook, Twitter and Copy to Clipboard. The Facebook and Twitter options post to the service without leaving the app, so once you’ve logged in the first time, it’s a one-step process from then on.

Like I said, QR Reader for iPhone is the best app of the five, so if you’re going to download just one code reader, make it this one. Happy scanning!

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The ScanSnap S1300 is as small as can be while adding a multisheet feeder and full color duplex scanner to the mix. That’s right, this little scanner can scan both sides of a document with one pass, a rarity for a portable device. It uses a USB connection and works out of the box with both Windows and Mac computers. It is AC-powered, but can be operated with just the USB connection when an outlet isn’t handy.

Fujitsu includes utilities with the ScanSnap to handle most needs with ease:

• ScanSnap Organizer 4.1 (PC): Offers PC users a convenient way to store, manage and view PDF and JPEG files as well as perform post-scan editing, keyword entry and searchable PDF conversion.
• CardMinder 4.1 (PC): Provides PC users a fast way to capture both sides of a business card, extract the information automatically and export it to Outlook, Excel, Act! and other contact management software.
• Scan to Functions (PC): Offers PC users an easy way to scan to a folder, attach scans to an email, send scans to a printer, or scan to Microsoft SharePoint for ad-hoc efficiency.
• ScanSnap Manager (Mac and PC): Provides Mac and PC users one-button searchable PDF creation, access to intelligent features and custom scan settings (profiles) for simple operation with sophisticated results.
• Scan to Functions (Mac): Offers Mac users a flexible way to manage their PDF, searchable PDF and JPEG files. Users can save content to a folder, a network folder, iPhoto and even directly to their iDisk account.
• Cardiris 3.6 (Mac): Provides Mac users a convenient way to scan their business cards and export the contact information directly to Address Book or Entourage.

The ScanSnap can help the road warrior who is trying to maintain a paperless mobile office by capturing received documents on the fly to digital form. It weighs slightly over three pounds, lighter than most netbooks on the road. The MSRP is $295.

Having done quite a bit of traveling for our move from Pennsylvania to Washington state, I was inundated with advertisements for ways to keep business cards, documents and travel receipts electronically organized. Unfortunately, none of these products worked on the Mac. In my quest to get organized and also to prepare for tax time I searched for an equivalent all-Mac solution and here’s the combination that has worked best for me.

Step One: The Hardware

I debated for quite a while on whether I should buy a new scanner since I already own a decent multi-function device. I suspect that many readers do as well and, while I cannot say that a special scanner is absolutely required, I do need to point out that receipts can be tricksy little items. There are no fixed/standard sizes and you never know when or where you will need to turn them or other paper items into digital documents. With that in mind I sought out an inexpensive, compact, Mac-friendly device with TWAIN support and settled on the Pentax DSmobile 600:

Pentax DSmobile 600 Scanner

While Mac support was a key factor, I wanted something that was highly portable (it comes with a travel bag) and that did not require external power – the Dsmobile 600 is powered solely through USB (cord provided). I deemed TWAIN support critical since I wanted to ensure compatibility with existing software and I hoped that my receipt-organizing solution would support this standard as well. I bookmarked the Pentax (I did not want to spend $115-135USD on it before finding the key element in my quest) and pressed on.

Step Two: The Software

While a specialized software package was not absolutely necessary – one could use a manual solution composed of a well-crafted Numbers spreadsheet, organized directories and decent file naming conventions – the goal was to make this task easy. Since my receipts were already somewhat disorganized, introducing more manual tasks into a new process would doom it from the start.

After an exhaustive search trough Google, Version Tracker, MacUpdate and many forums (including our fine forum) I settled on a $39.95 program called ReceiptWallet, developed by Scott Gruby.

The most basic description of ReceiptWallet is that it is a document organizer & repository similar to Papers in that it can store almost anything you throw at it. This makes it great for user manuals or other items you just do not wish to transcribe. While it can store everything, the true power of ReceiptWallet lies in the ability to import, interpret, itemize, report on and export financial data associated with receipts. After playing around with the demo version, I was confident enough in the software to warrant the purchase of the Pentax (it turns out that the model I chose is also one recommended by the developer – always a good thing) and a license for ReceiptWallet and started organizing my paper mess.

Working With Receipts & Documents

When you first start the program you create a new “library” that is either used for organizing documents or receipts. Each library type presents unique fields with which to categorize entries. Receipts have an associated merchant, amount, method of payment and potentially itemized entries whereas documents have titles, categories, URLs and other taxonomy elements. Fields are completely customizable in any library you create, but I suspect most users will settle on the defaults provided by the author.

ReceiptWallet Main Window

My main goal was to manage receipts so I began with a receipt library and started scanning any merchant slip I could scrounge. The software does an admirable job when attempting to discern the date and amount of the purchase. It is no easy task since every receipt is different and the condition that some where in was far from optimal. After taking a guess, the program allows you to make corrections, itemize any detail you wish to capture and tag the entry with a note. Again, you can add more fields to accommodate any level of detail required (e.g. department number, employee number, etc) and all this captured data is available via built-in reports and can be exported in a formate that most spreadsheet and financial programs can read.

Adding a receipt

Not Limited To Scanning

Organizing paper receipts was my primary goal but it turn out that that task is only part of the story. Much of what I/we purchase today is either delivered electronically or at least has a receipt which is delivered on-screen or e-mail. While OS X provides a handy “Save PDF to Web Receipts Folder” option in the Print dialog, ReceiptWallet lets you take this one step further and lets you create Droplets for each library as well as ReceiptWallet itself. Rather than hunt around in e-mail or use Spotlight to find old receipts or even license keys you can put those documents/elements right into an organized database with full searching & reporting capabilities, all by just “printing” them! The software would be worth it for just that feature alone. Imagine having all those Amazon, Apple Store, eBay & PayPal records immediately accessible or never having to submit a replacement request for a lost license key. Remember, though, that the software is not limited to receipts. You can save any HTML page or any document from any program as PDF and store it directly in an organized document library within ReceiptWallet.

Integrating It Into Your Personal Workflow & Mindset

ReceiptWallet doesn’t come with a magic wand that will turn you into an well-organized life form. You will need to find the best way to integrate it into your daily/weekly workflow. That’s easy for electronic documents and receipts but requires a bit of discipline at first when dealing with those bits of paper you quickly tuck away into bags or pockets each week. I suggest using a physical drop box where you place any receipt from any purchase during the week and then designate some small period of time during the week to process the data from the past seven days. That way you have a focused task for brief period time that is long enough to mentally allocate without considering it a distraction (which would probably be the case if you performed the task daily).

The title of this post includes the word “budget” and ReceiptWallet can be a powerful tool when it comes to helping develop and stay on a budget (which is one of the best ways to get started managing your finances). If you are diligent in scanning, importing & itemizing your expenditures, then you will know just how much you are spending on, say, groceries in general or even specific items and use that to change behavior (if necessary). You’ll know and have a record of anything that you can deduct from your health spending account (if you have one). You’ll even get a good picture of what you spend each week on eating out (this can be a real eye opener). You can use all this data to develop a baseline of what you think you should be spending and then use it to keep yourself honest. I guarantee you’ll save enough in one year to pay for the cost of the scanner and software if you use it to create and stick to a budget.

One final feature that I’ll mention (there are more facets to the software than I’ve touched on) is that the IRS (for those in the US) will also accept scanned receipts as evidence during audits, and ReceiptWallet makes it simple to keep solid backups of all your key data in the event the government comes-a-knockin’ at your door.

If you’ve been using ReceiptWallet for a while or have come across another solution for organizing your receipt and document mess, please drop a note in the comments if only to help the next pilgrim in search of the best means to getting his/her life in order.

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