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Troubleshooting Common Scanning Issues

5 min read Intermediate June 2026

Your scanner isn't picking up faded receipts? We've got solutions. This guide covers the most common problems and practical fixes that actually work.

Why Receipts Get Tricky

Scanning receipts sounds simple. Point scanner, click button, done. But it's not always that straightforward. Thermal paper fades. Lighting changes. Your scanner's calibration drifts. We've seen it all, and we're here to help you troubleshoot the issues that actually matter.

The good news? Most scanning problems have straightforward fixes. You don't need a technician or expensive equipment upgrades. You just need to know what's happening and why.

Faded or Illegible Text

Thermal receipts fade over time — it's just chemistry. The heat-sensitive coating breaks down when exposed to light, heat, or even humidity. You scan a receipt that looks perfectly fine to your eye, but the scanner can't read the text clearly.

What to do:

Increase scanner brightness by 15-20%. Most scanners have a brightness adjustment in settings.
Clean the scanner glass with a microfiber cloth. Dust buildup reduces contrast.
Try manual OCR adjustment. If your software offers contrast enhancement, enable it.
As a last resort, type the key details manually — it takes 30 seconds and ensures accuracy.

$Close-up of thermal receipt with faded text, natural morning light, soft shadows, macro photography focus$

Hands placing receipt at slight angle on scanner bed, overhead view, natural lighting, sharp detail

Skewed or Rotated Images

The receipt comes out tilted, rotated 90 degrees, or completely backwards. This usually happens when the receipt isn't aligned properly with the scanner bed, or your document feeder is misaligned.

It's frustrating because the image itself is fine — it's just in the wrong orientation. Your categorization software might struggle with rotation, especially if it's doing automatic text detection.

Quick fixes:

Align the receipt's top edge with the guide marks on your scanner. Most scanners have small notches or lines.
Check your document feeder guides aren't bent or misaligned. Adjust them until they're parallel.
Use auto-rotate in your scanning software. Many modern apps detect orientation automatically.

Double Feeds and Jams

You put one receipt in, but the scanner grabs two at once. Or it jams completely and you're wrestling with the feeder trying to get it unstuck. Double feeds happen when the rollers aren't gripping properly, or when receipts are stuck together.

Thermal receipts are thin and prone to sticking together, especially if they're still warm from the register or stored in humid conditions.

Prevention and fixes:

Fan your receipts before scanning. Spread them out slightly so they don't stick together.
Clean the pickup rollers with a slightly damp cloth. Dust and residue reduce grip.
Reduce feeder sensitivity in your scanner settings. Some scanners let you adjust how aggressively they grab paper.
Scan one receipt at a time if double feeds keep happening. Takes longer but guarantees accuracy.

Scanner feeder area open with cleaning brush, professional maintenance setup, bright even lighting, clean background

Important Note

This guide covers common scanning troubleshooting for expense management purposes. If your scanner has a hardware malfunction, contact the manufacturer or a qualified technician. Specific scanner models may have different settings and calibration procedures — consult your user manual for model-specific guidance. For critical financial documents, always verify scanned data matches the original receipt before submitting for expense reimbursement.

Before and after receipt images showing clarity improvement, side-by-side comparison, studio lighting, sharp detail

Blurry or Low-Quality Scans

The scan comes out fuzzy or the resolution is too low to read clearly. This usually means either the scanner isn't focused properly, the resolution settings are too low, or the receipt is moving during the scan.

Modern scanners need to be set to at least 300 DPI (dots per inch) for receipt scanning. Anything lower and you'll struggle with OCR — especially on small print.

Improve scan quality:

Set DPI to 300 or higher. This is the sweet spot for receipt detail without huge file sizes.
Run a test scan on your scanner's focus. Most scanners have an auto-focus feature or a calibration mode.
Check lighting around your scanner. Shadows or harsh glare affect image quality.
Make sure the receipt isn't moving during the scan. Flatbed scanners need the document to stay still.

Getting Back on Track

Most scanning issues come down to three things: cleanliness, alignment, and settings. Keep your scanner clean. Align your receipts properly. Use the right DPI and brightness settings. You'll solve 90% of your problems right there.

If you're still having trouble after working through these fixes, it might be time to consider upgrading your scanner. Technology moves fast, and a modern receipt scanner (dedicated or multifunction) can handle thermal paper way better than older models. But before you invest, try these troubleshooting steps. They work.

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