ScanToSheetEvery subscription, coffee-shop day and hardware upgrade in one sheet
Freelance expenses are small, frequent and scattered across a dozen places: a design tool billed annually to a card you forgot about, a day pass at a coworking space, a train to a client workshop, a monitor bought in a hurry. None of it is large enough to feel urgent, which is exactly why it goes unrecorded — and why so many freelancers under-claim. ScanToSheet reads each receipt or invoice and writes it into your own Google Sheet, so the year adds up on its own instead of in a panicked weekend before the deadline.
One ledger for paper and PDF alike
Most freelance spending is digital, but not all of it. ScanToSheet handles an emailed software invoice and a paper train ticket the same way, extracting merchant, date, net, tax and gross, currency and invoice ID into a single Google Sheet — so you are not reconciling an inbox against a wallet at year end.
No subscription to justify against irregular income
Freelance income is lumpy, and adding another monthly tool to cover it is a poor trade. You pay per successful scan instead — heavy in a busy quarter, nearly nothing in a quiet one. Three scans are free, and anything the reader cannot resolve is not billed.
Client-confidential by default
Your receipts often name your clients. ScanToSheet reads only the document you submit, processes it in the EU under GDPR, stores it encrypted and deletes it automatically within 24 hours. Nothing is retained, and nothing becomes anyone's training data.
What freelancers typically deduct
The categories are unglamorous and easy to overlook, which is precisely why capturing them consistently makes a visible difference at year end:
- Software and subscriptions — an annual design-tool licence billed in one go
- Hardware — a monitor, a laptop or a mechanical keyboard
- Coworking and office costs — a day pass or a monthly desk
- Home-office share — the deductible portion of rent and utilities
- Client travel — a train ticket to a workshop and the hotel night
- Professional development — a course, a conference ticket, a technical book
- Professional services — your accountant's fee or a contract review
- Insurance — professional indemnity or equipment cover
- Marketing and web presence — domain renewal, hosting, a portfolio template
- Subcontractors — a specialist brought in for part of a project
- Bank and payment fees — the transaction fees on international client payments
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 tag expenses to a specific client or project?
Yes. Each receipt becomes a structured row in a sheet you own, so adding a client or project column and filtering by it takes seconds. That also makes it straightforward to check whether a project was actually profitable once its costs are counted, not just its invoice.
Does it separate net, VAT and gross for my VAT return?
Yes. Net, tax and gross are extracted as separate fields along with the supplier's VAT ID where the document shows one. If you are VAT-registered, that is the difference between a sheet you can file from and a list of totals you have to unpick by hand.
What if I only have a handful of receipts a month?
Then a per-scan price is the right shape and a monthly subscription is not. There is no base fee and nothing to cancel in a quiet month — you pay for the scans you actually run, starting with three free ones.
Do I have to create an account to try it?
You can run your first scans and see the result before committing to anything. Connecting a Google Sheet requires authorising access to that one file so the data can be written into it — the permission is limited to files the app creates and does not extend to the rest of your Drive.
Receipt scanning for other professions
ScanToSheet — receipts to Google Sheets, by ActNow.