Some youth directors are highly organized and efficient when it comes to keeping receipts. However, the rest of us need a little help. One of the best tools I have found that helps me keep up with my receipts, and other bits of paper, is Evernote.
Evernote is a web based program that allows you to store, file, and tag a variety of media like notes, emails, etc… Evernote also will store photos, and has the ability to search the text contained in that photo. This makes it a perfect way to capture, store, sort, find and turn in your receipts. Here’s how I do it.
Physical Paper Receipts-
1. When I buy something at a store, I use the photo or scan feature on Evernote and take a picture of the receipt.
2. In the title I type Receipt – The Store Name – What it is For. (this could easily be done using tags as well)
3. I put the physical receipt in a safe place.
Evernote syncs all devices running it so, at this point an image of the original receipt is saved on my phone, on the web, and my iPad.
Web/Email Receipts –
1. When I purchase something online I email a copy of the receipt to my Evernote email address.
2. In the title I use the Evernote email tags to label the Receipt – Site Name – What it is for. (Again can be done using tags as well)
3. I archive the receipt in gmail.
At this point the original is in my email, and a copy is on Evernote, my iPhone, web and iPad.
What to Do Next
1. I can email the receipts from Evernote to my financial administrator.
2. Since it reads the text, I can search for a receipt using something as specific as the dollar amount, store, or date.
3. I can pull up all receipts from a place, or for a specific purpose.
4. I can even enter the last 4 digits of a specific card and get all the receipts purchased on that card. (helpful for personal reimbursements)
Finishing Up
When I am done I will file all my receipts in a “Receipts” notebook for that year. This way everything is in one place when it is needed.
To learn more about Evernote and how to use it Isuggest checking out Michael Hyatt’s posts about the program in his “Handy Index to All My Evernote Posts”
Great article on using evernote to track receipts. I guess this works for anyone that needs to keep up with receipts, it isn’t limited to youth ministry, or even to ministry.
Yeah not really.. that’s just the situation that I use it the most. I also do the same with my personal receipts for home.