NeatDesk Desktop Scanner: Don’t Try Neat?

by Sam Glover on May 26th, 2009

The main competitor to our favorite document scanner, the Fujitsu ScanSnap S1500, is probably the NeatDesk Desktop Scanner. Last week, Joel Johnson of BoingBoing Gadgets got his hands on one, and spent a few hours putting it through its paces.

His verdict: While he didn’t have any major complaints about the NeatDesk desktop scanner, it’s probably not worth it. Consider the ScanSnap s1500 instead.

Update: TryNeat.com sent us a a NeatDesk scanner to try. You can check out our NeatDesk document scanner review post here.

That being the case, I found this observation about the NeatDesk odd: “[i]ts first problem is that it’s simply a scanner, and a sheet-fed one at that . . . .” Er, yes, that is kind of the point. In a world of ubiquitous multi-function-printers, we think document scanners still play an important role.

Joel’s complaints about the odd NeatDesk document slots limiting the number of documents, however, are well-taken, even if that assembly can be removed. He makes complaints about the software and optical character recognition (OCR) included with the scanner.

Consider this. The ScanSnap comes with licensed copy of Adobe Acrobat, a $300-$460 product. It also includes various utilities (that some will find more useful than others). But the NeatDesk comes with only a license code for a copy of Neat Library, which is not included in the box. The equivalent Fujitsu software (and more) is free and included in the box.

The NeatDesk OCR apparently needs a lot of work, as well. Joel had trouble getting it to recognize basic text like “.com” in a website address on a business card.

I am not likely to give up my ScanSnap s1500 anytime soon. I already know it provides excellent value, quality, and utility. Based on Joel’s review and the spec sheet, I think I would be paying more and getting less with the NeatDesk.

A couple of hours with the NeatDesk scanner (Verdict: not worth the time or trouble) | BoingBoing Gadgets

Sam Glover has been writing about law practice technology, management, marketing, and other stuff on Lawyerist since 2007. He consults on appeals and motion practice in his solo practice. When he isn't blogging or lawyering, Sam drinks espresso and plays with fountain pens.

Gerald Zidak

With so many positive and negative responses for each. I am curious since I do use Quicken/quickbooks as to which would be the best for entering receipts and being able to import the report into the abovementioned program. I already own Adobe Reader/writer and I already own a scanner for scanning my documents and applications so I do not neet that utility from the porduct. My main purpose for wanting to use such a product is for receipts and invoices. Please advise. Thank you
Eric A. Silver

I’m another one who bought it and then found out that it doesn’t do what I want it to do. Here’s what it does: scans documents, receipts and business cards, fairly quickly, converts them to pdf files, and then files them as you direct.
Here’s what it doesn’t do:
create a document that you can import into Word. You can scan the document as individual pages, then copy and paste each individual page into Word, format it, and you’re ready to go. It’s a bit of a workaround, and tedious for lengthy documents, but that’s all you’ve got.
Import into Quicken. Yes–it will go export a .qif file, but Quicken stopped supporting that a while ago, and now requires .qfx format. I can, however, export a receipt to the desktop as a pdf file, and then import the pdf from the desktop into Quicken. Another workaround. I suppose they could have paid Intuit and Microsoft for the import capability, especially given what they’re charging for this, but there you have it.
jdlaughead

I check this product out on Amazon.com. It got 61, one stars out of 5, most complain that the Software was junk or not complete, and their customer service was poor, and had no telephone service. So let the buyer Beware!
H Payne

H Payne Oct. 17 2011
My wife says if I can’t file paper then I won’t me able to file electronically.She says I lack a “Taxonomy” and coding system. With out some system I will still be disorganized. Any helpful thoughts?
- http://lawyerist.com/author/samglover/ Sam Glover
  
  She’s right; there’s nothing magical about digital files. You still have to have basic organizational skills. We’ve got you covered, though, at least for the basics. Here’s how to organize paperless files.
Cailin M. Gudio

Hi everyone: I am sold on the Scan Snap based on the experiences you have all been kind enough to share. Is there anywhere else to buy it other than Amazon, though? I had a really bad experience with Amazon during law school returning books that I could not use. So, I prefer not to do business with them ever again if I can help it. I live and practice in MN. Any suggestions would be appreciated. Thank you!
- http://lawyerist.com/author/samglover/ Sam Glover
  
  If you’re dead set against Amazon, NewEgg.com is always a good alternative for buying electronics.
  - Cailin M. Gudio
    
    Thanks Sam. I’ll check NewEgg.com out.
Bobby

Thanks for sharing everyone,

I was set on NeatDesk before reading this entire forum, looks like i must start over in my evaluations. I’m looking for a scanner and software that I can use to scan all of my receipts primarily. Upon scanning, I’m hoping the software can use OCR technology to extract basic data and input into a workable file.

In other words I would like to look at my November 2011 file, and see how much i spent on Food, or Gas (tax purposes, must write off this stuff) without doing calculations.

Bob
Jack

May I suggest you folks check out a program named PaperPort. Does too many good things to list here. Check it out.
Jack
Sarah KGC

This forum has been so helpful but now my head is spinning with all the options I have been reading about. I have a small constuction business that is growing. Currently we are not using any software except word. My fiance wanted the Neat scanner for christmas but after reading this its obvious it is not a good choice. I’m not a book keeper and manually organizing tons of gas reciept and invoices is very time consuming and chaotic come year end. I’m not looking to spend a ton of money but to start what would be best to track reciepts, invoices, recievables, and profits? I have a regualr scanner in my printer, I keep reading about these scanners, are there special ones for reciepts or is a scanner a scanner? We’re not to com. Any suggestions, Something simple yet efficient??
Any help is greatly appreciated .
- http://lawyerist.com/author/samglover/ Sam Glover
  
  The NeatWorks software is the only one I know of that claims to allow you to export receipts directly to Quickbooks. It just didn’t work that well when I tried it. But you don’t have to buy the scanner to get the software.
  
  You might consider whether you can get those receipts in another format that you can import directly into Quickbooks. For example, most merchant accounts will make the transaction data available directly in a Quickbooks-compatible format. The same goes for most banks, which make transactions available in Quickbooks formats.
- Steph
  
  Sarah – sounds like what you really need for your business is something like Quickbooks. Every day or week or whatever you would download your bank transactions into QB and class them into a list of expense accounts, or you could just do it by looking at your receipts. You can also create “jobs”, “vendors” and “customers” to which you can link your expenses, income, and customer info and payments. You will be able to generate reports to see if your jobs have been profitable and you are bidding well, and all you have to do is throw your receipts in a file box incase of audit and email the Quickbooks file to the accountant at the end of the year. If you have employees I wouldn’t do business without it. Plus you have the capability to make professional invoices, statements, profit and loss reports, and all of your years of info are there at the click of a button. Get the software and take a class if you feel you need it. I’m looking at these reviews because I’d like an easy way to organize and access/search my receipts and other documents. Sounds like its just another software need really, not the scanner if you’ve already got one? Hope this helps. From one contractor’s wife to another ;)
  Steph
Dave

Which scanner is the best one to scan pictures in bulk?
- http://lawyerist.com/author/samglover/ Sam Glover
  
  If you just want to power through a pile of pictures, get a ScanSnap. If you want really high-quality photo scans, you should either hire a service or else do them one at a time on a high quality scanner.
Terry G

I have been using \NEAT Desk and the software for 3 years or so. Using most recent software version as well. Have used mac as well.

Scanner is excellent! Software pretty much is awful and regret being entrenched in it now.

Mac version is almmost useless. Dont consider it.

Windows has so many issues. Mostly, the OCR is horrible, it cant ever get the name of the vendor from the receipt, so it either comes up blank or assumes the type of credit card is the vendor. Mos tof the time the receipt date or amount is wrong as well. Therefore, I have to scan AND manually check or modify everything which is now a huge time suck and cant keep up. Pretty much defeats the purpose. I spend MORE time going digital than i did filing paper!!!!.

The database has big limitations as well. Database size is limited to about 2 years for me, after that have to have separate Databases AND is i want to go back to the past for something…i have to RESTORE and old database, rather than just select a DB to view (like you can do it Outlook for instance). Therefore, archive is not really an archive. You can export files items to PDF and other locations, but unfortunately all tagging/sorting info is lost. So if you ever need to import between databases, you have tyo manually do categorizing all over again.

Other things about it dont make alot of sense either, though they are tolerable, combined with the above they really arent. Developer needs to do more real workd user feedback and get new software developers to architect it differently as it is, it isn’t very well constructed and doesnt follow best practice.

I am now looking for another solution to migrate to. Hoping to find softwar that will enable me to migrate my stuff over from PDF without all the work, SOMEHOW. Any suggestions, let me know. Otherwise, will have to just leave it installed and go back for previous ites when needed but prefer not to. It IS a resource HOG by the way. Wen running it, it will get up to 300 meg of RAM, if you leave it running in the background for an intense session it will get up over 800 meg and choke out almost everything else. I have ALOT of RAM on my machine (8g) but any app that takes more than 200 Meg has a memory leak….
Guy Shaddock

I recently purchased Neat Desk. This product in not just a scanner( although I really appreciate the speed at which it does scan multiple pages ..both sides). Neat Desk’s main advantage is it’s software. I read through some of the earlier post’s that appear to be quite negative about the software. Perhaps because I am using the newest (version 5) I am having good results. The software is very intuitive and yet allows you to individualize how you organize all of that paper in to a digital filing system.
- http://lawyerist.com/author/samglover/ Sam Glover
  
  It may also be because you haven’t tried the alternatives. The NeatWorks software makes organizing your digital files much more complicated than it needs to be, in my opinion.
Guy Shaddock

That’s right, I haven’t tried other systems because I haven’t found one that compares with all of the features of the Neat system. I have been scanning documents with other scanners ….that scan only…, for years. The Neat scanner and software simplifies the creation of a filing system much like you would organize a physical filing cabinet.

The software seems to be very well thought out and lets you organize those scanned documents quickly and efficiently. This electronic “filing cabinet” allows you to rapidly find information contained in scanned documents (using OCR). It’s kind of like having a powerful search engine for all of the documents and receipts in your filing cabinet.

The feature I appreciate the most is how Neat can be used to help with accounting. The scanner reads the receipt and breaks out individual data such as vendor name, price, category etc., things I would have had to type into my accounting program. This alone saves me a lot of time because although I touch type, I have never been good at inputting numbers.

Scanning is not a “perfect science” (for various reasons including faded crumpled receipts you try to stuff into the Neat Desk). Occasionally information translated by the scanner is incorrect. The Neat software deals with this by always forcing you to review the scanned receipt values before the information is actually electronically filed. You can make any changes, additions or corrections you want.

I’ve had the machine for a couple of month’s now and have noticed a huge improvement in how my documents and receipts are organized. I am a very busy self employed “one man show” and this machine is like having a book keeping secretary.
.
- http://lawyerist.com/author/samglover/ Sam Glover
  
  I think storing client files in NeatWorks is a risky proposition for a lawyer. It’s not very sophisticated document management software, and I’m not sure how you would even go about giving access to your files to someone else on your network. It doesn’t have the document management features you really need for managing gigabytes of client files.
  
  If you just want something to help you with your receipts, I’ve said many times that NeatWorks is the only game in town (although that doesn’t mean you need the Neat scanner). I prefer to just download my transactions from my bank website and filling in where necessary, but if scanning paper seems easier to you, go ahead and get NeatWorks.
  
  And hey, if you like the Neat scanner, use it. Just because I didn’t like it doesn’t mean others won’t.
Guy Shaddock

I do still keep the paper versions of everything. Also Neat allows the installation of the software to 3 computers so the data should be fairly safe by virtue of triplication. I have it installed on my desktop and on my laptop. I simply back up the desktop and restore to the laptop.
But you other point about “gigabytes of client files” is my concern. I do architectural work. I have put all of last year’s receipts (about 275) and all of my bank/credit cards statements as well as a building code documents (63 documents) and have used .5% of my data space (*4 GB max*) and 8% of my image storage (*40 GB max).
I do not store Home use documents in Neat like recipes, photos etc. Some people may use it for Home use but I won’t. I am concerned that I will eventually run out of storage space since I want the program to provide me with at least 6 years of data. There must be some sort of work around for this storage limitation issue and I have an email in to Neat to requests suggestions. I report back once they respond.
- http://lawyerist.com/author/samglover/ Sam Glover
  
  Why don’t you just store your files in your computer? Saving them to a folder (say /Finances/Vendor/) in your documents folders takes the same (or less) time than sorting and labeling it in NeatWorks. And it’s just as searchable. I’ve never figured out why document management software makes sense for relatively small file collections (a gigabyte or two per year).
  - Terry Gold
    
    Hi Sam – I think the point is that on Windows if you scan directly to computer, and store inside of folders in Windows explorer, you get caught up in a single naming convention so you can only search by name (cant do it by date as saving a file in windows without an OCR application will default to the date scanned, not when the doc is actually from such as a past receipt).
    
    I tried this approach and is very cumbersome to manually manage, file, sort all folders (also what is a business card, receipt, doc, etc). This is why a platform makes alot of sense – if it works well.
    
    On mac searching is a little better than on windows, but entirely relies on mac searching which i dont like because it does lack alot of structure to it. Also, living solely on mac, while i have one, isn’t reasonable for me as I need to have these files along with other apps that can only run on widows (and i have parallels and VNWare so that is not an option for me).
    - http://lawyerist.com/author/samglover/ Sam Glover
      
      I just rename the files as I save them. It only takes a second, and if you use good file names, it’s still really easy to search for files. It’s even easier if you set your scanner to OCR the first page only, which is what I do to save time. Client names and document titles are nearly always on the first page, so that gets 90% of what you would search for, anyway.
Terry Gold

Guy, I have been using Neat for a long time and am very technical. Have researched and discussed with Neat. Bottom line is that their database structure installed on your computer has a size limitation (4gigs I believe). After that it either hit a wall or gets very unstable and is I’ll advised.

I think that expecting to get 6 years of storage in a single database is not realistic with this setup and your usage. Not because you aren’t reasonable but because of their limitations. What you need to do is save a database backup for each couple of years and start over to create new databases like an archive system.

This would be a normal approach to any application with the exception that most applications do not make you restore a whole database to get to an old doc in another archive. In your situation I would imagine this would be very inconvenient and unfortunate but you may not have a choice eventually. An approach you could take it to do three year files, and have one of the years overlap by deleting previous two after you backup at the end of the timeframe every three years. This would give you access to one year back from the start.

Neat is architected very poorly in my opinion. Scanning is efficient but fact checking the OCR due to its ineffectiveness and dealing with its archive and stability shortcomings is making me less productive. I went back to hiring an admin to deal wi scanning and editing now as it became a time suck I could not keep up with. My goal is to find another solution in 2012, transition out Jan 2013 fresh, and somehow get neat info migrated. Not hopeful on the last point though which makes me wish I had never gone down the road with this proprietary solution in the first place. I am not sure if their new v5 release addresses any of this, it seems that it doesn’t from what I have read and many users are having ALOT of issues with it so I recommend waiting a couple months until they work the bugs out. I tried the upgrade and it will not even open now, won’t uninstall, and support won’t get back to me. I may have get away from neat earlier than planned as a result. Hope this helps
Guy Shaddock

Thanks Terry. I have read lots of negativism about this product and am going to consider that as well as take your advice. It’s a bit disappointing because Neat has such potential to be a unique and time saving product.

Your point about a “proprietary solution” rings clear to me as I have had disappointing bad experiences in the past. A developers idea may be great but they sometimes never get it 100% right and eventually get abandoned by the consumer. Unfortunately proprietary software involves investment of time and that would be my concern about depending on Neat too much just yet.

I am using Version 5.0.23_37 and have never used the prior versions and so far so good. That said I heed the red flags. My conundrum is that there really isn’t any other choice out there.
J. R. Robinson

Could this possibly be a business for someone? Scanning the receipts and delivering the files to them ready for updating their files.
- http://lawyerist.com/author/samglover/ Sam Glover
  
  Seems so. Check out Shoeboxed.com.
Rosalie Duong

Hi Sam, Thank you so much for your review of the NeatDesk Scanner that started this whole string of conversations. I am now switching from thinking about purchasing a NeatDesk to the Fujitsu ScanSnap1500. I have read your summary on the Fujitsu review, but still have a couple of questions. Besides the file name, is there other ways to search for the scanned PDF file that you want? For instance, is there place to write a short summary of the article with some key words so that you can find it again? I am a creative person with many interests, such as interior design, fashion, beauty, organization, art, etc. My business is a stylist, helping clients apply and purchase the right accessory, the right fashion item, the right skincare/makeup, organize their closets, etc. A little off your path of law, isn’t it? :)
- http://lawyerist.com/author/samglover/ Sam Glover
  
  The easiest way to find a file (other than the file name) is probably by using the OCR feature so you can also search the contents of the file.
  
  If you want to annotate your files as you describe, you’re probably better off using something like Evernote, which.
Rosalie Duong

Thanks Sam. Do I need to do anything special using the ScanSnap to make sure that I can search using the OCR feature which I assume comes with Adobe Acrobat?
- http://lawyerist.com/author/samglover/ Sam Glover
  
  Just make sure you turn it on in the options. I think the installer will explain it to you.
http://www.bestrighthand.com/ Sandi Sloboden

I have the neat desk 2010 version and found it does scan ok, but the problem is the export of information to my laptop. It is very complicated to say the least, it gives ton of direction none of which work when I tried to apply them. It seems everything is set up to work with outlook and anything other than that just doesn’t work. I for one am totally disappointed in this product it cost nothing buy time and money. Just try to reach a real person for help… Not going to happen.
- Rosalie Duong
  
  Hi Sam, Is it okay to purchase the ScanSnap from Amazon who has it for $415 rather than a Fujitsu Reseller who sells it at $495 + shipping $15? Would Technical support be a nightmare to deal with Fujitsu? I tried calling them today several times and kept getting put on hold and then hung up. Thanks.
  - http://lawyerist.com/author/samglover/ Sam Glover
    
    I think most people buy it from Amazon. I haven’t had to use tech support, but I’ve heard generally good things. Maybe your negative experience was unusual.
    - http://constructionlawva.com Christopher G. Hill
      
      I had a tech issue and they were very courteous and helpful with my warranty issue. I bought from Amazon (thru the Lawyerist link) and had no problems.
Congo

This whole string of conversations has been informative. I’m getting ready to buy a system that to help my wife organize all her magazine “tear-outs” about travel, food, etc…
Our current old school system (file folders) doesn’t work.
She really need a scanning/ e-storage system than can then search a portion of the “tear -out” for keywords (not just a title search).

Like search for “hiking in Wyoming”

Sounds like ScanSnap is best correct ? Sorry for such a simple question (not business users)
- http://lawyerist.com/author/samglover/ Sam Glover
  
  Yes, the ScanSnap will be easier.
- http://lawyerist.com/author/samglover/ Sam Glover
  
  She may also want to use Evernote, with which the ScanSnap works great!

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