ScanToSheetBillable travel and client expenses, reconciled while you are still on the road
Consulting expenses have two masters: the tax return and the client invoice. A hotel night, a flight, a taxi from the airport and a working dinner may be deductible, rebillable, or both — and the distinction has to survive a three-city week. Most consultants sort it out on a Sunday evening from a jacket pocket full of paper, which is both slow and lossy. ScanToSheet writes each receipt into your Google Sheet as you collect it, so rebillables are recoverable and the tax position is already documented.
Rebillable and deductible in the same ledger
Every receipt becomes a structured row with merchant, date, net, tax and gross, so a client column and a rebillable flag are all you need to produce an expense schedule for an invoice and a clean set of figures for your accountant from the same data.
Costs that follow engagements, not calendar months
A delivery month generates constant travel; a proposal month generates almost none. Paying per successful scan tracks that pattern instead of billing you a flat fee regardless. Three scans are free, and unreadable documents are not charged.
Confidentiality that survives the expense process
Receipts reveal where you were and who you were with. ScanToSheet processes only the document you submit, in the EU under GDPR, stores it encrypted and deletes it automatically within 24 hours — nothing is retained and nothing becomes training data.
What consultants typically deduct
Travel dominates, but the recurring professional costs are equally deductible and much easier to forget:
- Flights and rail — a return flight for a two-day workshop
- Hotels — three nights near a client site
- Ground transport — airport taxis and a rental car for the week
- Client meals and working dinners — dinner with the project team after a workshop
- Subsistence while travelling — meals on a day away from your usual place of work
- Coworking and meeting rooms — a room hired for a client session
- Software and research — a data subscription used for an engagement
- Professional development — a certification renewal or a conference ticket
- Professional indemnity insurance — the annual policy required by client contracts
- Marketing and proposals — design work for a pitch document
- Home-office share — the deductible portion of rent and utilities
- Accountancy and legal fees — a contract review before signing an engagement
Scan your first receipts free
Turn the pile you are carrying around into a clean, filterable ledger in your own Google Sheet.
Scan 3 receipts free€0.10 per scan after your 3 free · only successful scans are charged · no subscription
Frequently asked questions
Can I produce a client expense schedule from this?
Yes. Since each receipt is a row in your own sheet with the amounts already split into net, tax and gross, adding a client column and a rebillable flag lets you filter and total exactly what belongs on an invoice — without rebuilding it from paper at the end of the engagement.
Does it handle receipts in foreign currencies?
The currency is extracted as its own field alongside the amounts, so a euro hotel bill and a dollar taxi receipt stay distinguishable in the sheet. Conversion at your chosen rate is then a formula in your own spreadsheet, which keeps you in control of which rate you apply.
What about the mix of paper receipts and emailed confirmations?
Both work. Airline and hotel confirmations arrive as PDFs, restaurant and taxi receipts as paper — all are read into the same sheet with the same fields, so a trip is reconstructable from one place rather than from an inbox plus a wallet.
Is any of this visible to my clients or anyone else?
No. The data goes into a Google Sheet you own and control. The document itself is processed in the EU under GDPR, stored encrypted and deleted automatically after 24 hours; it is not shared and not used to train anything.
Receipt scanning for other professions
ScanToSheet — receipts to Google Sheets, by ActNow.