ScanToSheetLens rentals, prop runs and second shooters — sorted into one Google Sheet
A photography business bleeds money in a hundred small, deductible directions: a lens rented for one wedding, a thrifted chair bought as a prop, an Adobe invoice that renews quietly, a second shooter paid on the day. The receipts arrive as paper, as emailed PDFs, as app-store confirmations — and by the time you sit down to do your books, half of them are lost between a card-reader bag and last season's shoot folder. ScanToSheet reads each one and writes the numbers into your own Google Sheet, so your margin stops being a mystery you solve once a year.
Straight into your sheet — including the digital invoices
Photographers buy as much online as on foot. ScanToSheet reads a paper prop-shop receipt and a B&H order PDF or an Adobe invoice the same way, pulling merchant, date, net, tax and gross, currency and invoice ID into a row in your Google Sheet. No exporting from five inboxes, no retyping four-figure gear totals.
Pay only for what works — it scales with your season
Wedding season buries you in receipts; January barely produces any. A flat per-scan price means you pay for a heavy May and almost nothing in the quiet months, unlike a monthly expense-app seat that bills identically either way. If a receipt is too faded to read, it is not charged.
Only the receipt is ever read
ScanToSheet processes the receipt or invoice you hand it and nothing else — it has no access to your galleries, your client images or the rest of your Drive. Processing happens in the EU under GDPR, and each document is stored encrypted and deleted automatically within 24 hours.
What photographers typically deduct
Your costs span gear, production and delivery. Capture all three and the write-offs add up faster than most photographers expect:
- Camera gear and equipment — a second body bought before wedding season
- Equipment rentals — a telephoto lens hired for a single engagement shoot
- Props, backdrops and styling — a flea-market armchair for a maternity set
- Studio rent and location fees — a half-day studio booking or a venue permit
- Travel to shoots — the flight and hotel night for a destination wedding
- Software and subscriptions — the monthly Adobe and gallery-hosting invoices
- Client deliverables — prints, an album and packaging for a portrait order
- Marketing — a boosted-post campaign and a new run of business cards
- Training — a lighting workshop or an online posing course
- Second shooters and assistants — a contractor paid for a full wedding day
- Gear insurance — the annual premium covering your kit on location
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 separate expenses by client or shoot?
Yes. Each receipt is written as a structured row — merchant, date, amount, tax, category, invoice ID — so you can add a client or project column and filter the whole year by wedding, portrait job or commercial gig. Because the data lands in your own sheet, you keep full control of how it is organised.
Does it capture VAT on gear bought at a trade show or from an EU supplier?
Yes. The VAT ID and the net, tax and gross amounts are extracted as separate fields, which is exactly what you need to reclaim input VAT or hand clean figures to your accountant. That matters most on larger equipment invoices and cross-border purchases where the tax line is the point.
Do invoices from Adobe, B&H or my gallery host work?
Yes. Digital invoices are a large share of a photographer's spend, so PDFs are handled exactly like paper: upload the file and the fields are written to your sheet. Software subscriptions, gear orders and hosting invoices land in the same ledger as your paper prop and travel receipts.
Will my photos or client galleries ever be seen or stored?
No. ScanToSheet only ever processes the document you submit. It has no connection to your galleries or client images and does not read the rest of your Drive. Every document is processed in the EU under GDPR, stored encrypted and deleted automatically after 24 hours.
Receipt scanning for other professions
ScanToSheet — receipts to Google Sheets, by ActNow.