How to Keep Receipts from Fading Forever: The Best Way

Receipts are for tracking purchases, proving ownership, returns, warranties and rebates. However, thermal receipt paper fades over time due to heat, chemicals and UV light. 

This article will cover why receipts fade, how to prevent fading, and how to restore a printed image or text on faded receipts so they stay legible and useful.

Government statistics on receipts fading

Government agencies and consumer protection bodies have acknowledged the issue of fading receipts.

According to a study by the Federal Trade Commission (FTC):

• 70% of consumers have experienced issues with fading receipts within two years of the purchase.

• 30% of businesses reported challenges in maintaining accurate records due to faded receipts.

• 50% of warranty claims are delayed or denied because of illegible receipts.

These statistics highlight the widespread impact of receipt fading on both consumers and businesses.

Why do thermal paper receipts fade?

Thermal receipt paper reacts to heat and chemicals. The coating on the receipt paper allows the paper to produce images and text when exposed to heat from a thermal printer.

However, these receipts can fade due to:

1. Heat 

High temperatures can cause the chemicals on the thermal paper to react and break down, resulting in faded receipt paper.

2. Oils and humidity 

Oils from your hands and environmental humidity can also trigger chemical reactions that cause fading.

3. Chemical reactions

Over time, the chemical coating on thermal paper can break down, and the printed information becomes unreadable.

4. Ultraviolet light 

Exposure to ultraviolet light can break down the chemical coating on thermal paper, resulting in image degradation. To prevent this, store thermal receipts in a dark place with controlled humidity and temperature.

What happens if a receipt fades?

Faded receipts can cause many issues.

Here are three of the most common problems with faded receipts.

1. Hard to read 

Faded ink, text, and images make it hard to read and interpret the information on the receipt.

2. Proof of ownership

It’s hard to prove ownership or track purchases without legible receipts.

3. Disputes and returns 

Faded receipts can cause disputes over returns, warranties, and rebates as they may not be accepted as proof of purchase.

How to choose the right receipt paper

Choosing the right type of thermal receipt paper can help prevent fading.

Here are three tips to consider when buying paper for your receipts.

1. High-quality thermal paper 

Go for a high-quality thermal paper that is more durable and is fade resistant.

2. Recommended products 

Use 3 1/8 x 230 thermal paper rolls from trusted suppliers, which will last longer.

3. Printer compatibility 

Make sure the thermal paper is compatible with your printer for best results.

How to store receipts

Creating digital copies is the best way to prevent receipts from fading.

Here’s how to store digital receipts:

• Scanning receipts: Use a scanner to create digital copies of important receipts.

• Storing digital copies: Store digital copies in a secure location, like a cloud storage service.

• Backup: Backup your digital copies regularly to keep them safe and accessible.

• Filing receipts: Organize and file receipts to save time and money, especially for tax purposes, claims on rebates, extended warranties, and protection from unauthorized charges.

See also: Learn How to Store Business Receipts: The Best Method

What are some tips for physical storage?

Physical storage can also help preserve thermal paper receipts. But, in our experience, it’s not as effective as storing them digitally.

Here are some tips to keep in mind to prolong physical receipts.

1. Store in a cool, dry place

Store receipts in a cool, dry place to slow down fading.

2. Avoid sunlight 

Keep receipts away from direct sunlight or UV light, which can accelerate fading.

3. Minimize handling 

Handle receipts as little as possible to prevent oils from your hands from triggering chemical reactions.

4. UV-filtering treatments 

Consider using UV-filtering window treatments to reduce exposure to harmful light.

What's the best way to create digital copies of your receipts?

One of the best ways to create digital copies of your receipts is to use Shoeboxed.

Shoeboxed

Shoeboxed has several features that help preserve receipts and prevent them from fading:

1. Digital receipt storage

• Feature: Shoeboxed allows you to scan receipts using a mobile device and Shoeboxed's app. Just snap photos of receipts with your mobile device's camera and upload them to your Shoeboxed account.

• Benefit: Scanning receipts immediately after a purchase creates a digital copy, so the information is preserved even if the physical receipt fades.

2. Magic Envelope service

• Feature: Shoeboxed has an outsourcing service where you can mail your physical receipts in their Magic Envelope to their processing center to be scanned, digitized, human-verified, and uploaded to your account.

• Benefit: This is perfect for those who still prefer to handle physical receipts, are too busy to scan them, or have large volumes of receipts.

3. Gmail plugin

• Feature: Shoeboxed has a Gmail plugin that automatically forwards email receipts to your Shoeboxed account.

• Benefit: This makes managing digital receipts easy since e-receipts from your Gmail inbox are automatically captured, organized, and uploaded.

4. Auto data extraction and categorization

• Feature: Shoeboxed’s OCR technology extracts key information from scanned receipts and categorizes them automatically.

• Benefit: Automation saves time and reduces errors so all information is recorded accurately and easily retrievable.

5. Integration with accounting software

• Feature: Shoeboxed integrates with popular accounting software like QuickBooks, Xero etc.

• Benefit: This integration means receipt data is automatically synced to accounting systems so manual data entry is reduced and financials are more accurate.

6. Auto expense reports

• Feature: Shoeboxed auto-generates expense reports.

• Benefit: Automating expense reports reduces manual data entry, minimizes errors, and ensures expense reports are up-to-date and accurate.

How to handle receipts

Some materials, like thermal receipt paper, can cause receipts to fade fast, especially when exposed to tape and other damaging substances.

• Avoid tape: Don’t use tape to attach receipts to paper, as it can trigger chemical reactions that cause fading.

• Alternative methods: Use paper clips or staples to attach receipts without damaging them.

How to prevent the fading process

There are two ways to handle thermal receipt paper to prevent fading.

• Minimal handling: Don’t touch receipts excessively. Use gloves or other protective barriers if needed.

• Digitizing: Digitize receipts to reduce physical handling and preserve the information.

How to restore faded receipts

If a receipt has already faded, here are three ways to restore faded ink and make the receipt readable again:

1. Gently applying heat 

Use a hairdryer on low or an iron with a protective layer to reactivate the thermal coating and improve print quality.

2. Thermal printer duplication 

Use a thermal printer to duplicate the faded receipt for best results.

3. Chemical solutions 

Specialized chemical solutions for thermal paper restoration can reactivate the thermal coating and restore print intensity.

4. Photo manipulation software 

Use this software to adjust the image's darkness so you can read the receipt.

Frequently asked questions

How do I prevent my receipts from fading over time?

To prevent thermal receipt paper from fading, store it in a cool, dry place away from direct sunlight and humidity. Digitize important receipts by scanning them with your mobile phone's camera and Shoeboxed's app. Minimize handling of thermal receipt paper to avoid transferring oils from your hands that can trigger chemical reactions and fading.

What if my receipts have already faded?

If your receipts have already faded, you can try gently applying heat with a hairdryer on low or an iron with a protective layer to reactivate the thermal coating. You can also use a thermal printer to duplicate the faded receipt or specialized chemical solutions for thermal paper restoration to restore print intensity.

In conclusion

Proper storage and handling of thermal paper receipts can minimize fading. Digitizing receipts with Shoeboxed is a long-term solution to preserve the information on the receipt. By using high-quality thermal paper, storing receipts properly, and handling them with care, you can ensure your receipts remain readable and useful for years to come.

Caryl Ramsey has years of experience assisting in bookkeeping, taxes, and customer service. She uses various accounting software for setting up client information, reconciling accounts, coding expenses, running financial reports, and preparing tax returns. She is also experienced in setting up corporations with the State Corporation Commission and the IRS.

About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple receipt capture methods: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app (iPhone, iPad, and Android) to snap a picture while on the go—auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports, including IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports, and more—with Shoeboxed.

Try Shoeboxed today!