Check the paper before scanning
A two-page invoice lies on your desk, with an item breakdown on the reverse as well. Three quick photos seem sufficient until your accountant asks which page belongs where. One complete scan helps keep every required page legible and in the right order.
On iPhone, you can scan a document directly in Files. Before starting, lay out the whole document and count its pages. Check the reverse too: important information may not be on the front.
Capture the whole document in one scanning session
Apple’s scanning guide says to open Files, tap More and choose Scan Documents. Point the camera at the first page. The phone may capture it automatically; for manual capture use the shutter button or a volume button.
Apple’s document scanning guide →
Check the crop corners after capture. Keep all page content, including the document number, supplier details and any notes near the edge. Keep the scan and continue with the next page. Apple allows additional pages before completing the document. Once all are included, tap Done, choose a location and save.
Control labels may vary with language and iOS version. If your phone’s menu differs, use the matching Apple guide; the subsequent file checks remain the same.
Open the saved file, not just the camera preview
Now check the result in Files, the same place you will use to hand it over. Confirm that you have one resulting PDF. Go through every page and compare the count with the paper.
Zoom in on small text. Invoice number, dates, amounts and item breakdown must be readable without guessing. Look for missing edges, overexposed areas, finger shadows or a duplicated second page. Correct the scan before sending if anything is missing. A clearer photo of another part of the page does not fix an incomplete document.
Give the file a recognizable name, for example using the supplier and document number. Keep the original paper according to the procedure agreed with your accountant.
A check using a concrete example
Imagine a fictional invoice for office equipment. The first sheet contains supplier details and the total, the second lists items and its reverse has a delivery note. Count three pages before scanning. Open the saved PDF and check: opening page, breakdown, note. If there are only two pages, you know the scan needs completing.
When handing it over, you can write: “Attached is the complete invoice scan, including the item breakdown and note on the reverse; three pages in total.” Your accountant receives both the file and a guide to its completeness.
If the paper is damaged or a detail remains unreadable, ask the supplier for the original electronic document. A better phone filter cannot replace information missing from the source.