Staples Scanning Guide: Cost, Other Services, Alternatives

Staples has been the go-to destination for everything office supply for decades, but did you know that Staples also offers various services for businesses?

From document scanning and shredding to copying and faxing, you can carry out office tasks right at your local Staples supply store.

In this post, we'll cover the ins and outs of Staples' self-service stations, including how much the services cost and how to use them. 

We'll also explore Shoeboxed's Magic Envelope service, its features, and why it's the best way to digitize your documents!

Can I scan my documents at Staples?

Staples Business Centers offer scanning services, printing, faxing, and more.

You can visit the Staples Business Center to scan documents using their professional-grade Xerox and Ricoh multifunction printers.

Digital copies can be scanned directly to your USB flash drive, and files can be saved as a PDF, JGP, or TIFF.

If you're not sure where to begin, an employee can guide you through the process or scan the documents for you.

What kinds of documents can you scan at Staples?

Any document with dimensions equal to or less than 11" x 17" can be scanned at Staples supply store. Staples' scanners can capture high-quality scans of both black-and-white and color documents.

Looking to scan large-format documents? Try your local FedEx Office, instead.

How much does it cost to scan papers at Staples?

You can expect to pay $0.50 per page to scan papers at Staples.

That said, pricing may vary by Staples store, size of the documents, or volume, so be sure to check with your local Staples for pricing details specific to your needs.

How to use Staples' Scanning Services

Staples offers DIY scanning stations that you can use to scan, email, fax, print, copy, or upload your documents.

Follow the steps below to scan your documents:

Step 1. Get your documents in order

Gather your documents and prep them for scanning by removing paper clips and staples.

The only time you won't need to remove staples or paper clips is when you're using Staples' shredding service.

Step 2. Visit your local Staples

Google can help you find the Staples that's closest to you and provide directions.

If you're unsure that your local Staples offers your needed services, calling the store can clear things up.

Step 3. Find the Business Center

You can use the scanner in the Staples Business Center to scan your documents on your own, or if you'd rather have help, the staff is prepared to take on projects of any size.

Step 4. Hand over your documents

If you don't want to DIY, hand your documents over to an employee to scan. The Staples employee will digitize your documents according to your preferences.

Step 5. Review, transfer, and pay for files

Once your documents are scanned, ensure the quality is acceptable, that images are clear, and words are legible.

If something is wrong with a scan, let the employee who helped you know (or reach out to someone for help if you scanned yourself).

When everything is approved, pay for the scans at the payment counter and receive the files via email, or flash drive, or have them uploaded to the Cloud.

Step 6. Collect or shred hard copies

Once you have your digital documents, you can either take your hard copies with you or leave them with the Staples staff to shred.

What services does the Staples Business Center offer?

Besides document scanning, you'll also have access to these additional store services:

1. Cloud services

Access file folders, photos, spreadsheets, and more on the Cloud via Dropbox or Google Drive.

Staple's online cloud storage services are protected and are a secure way to manage your most important documents, including financial documents, business plans, or records on any internet-enabled device.

2. Copying

Every Staples self-service area has printers equipped with high-capacity feed trays for large-volume copying.

Create high-quality, black-and-white or color copies of single or double-sided documents in minutes with Staples' multifunction printers.

Accepted paper sizes:

• 8.5" x 11"

• 8.5" x 14"

• 11" x 17"

You can even use the machine collating and stapling features to organize your documents.

3. Faxing

If your office doesn't have fax machines, you can send faxes from your local Staples store.

You can fax documents to both local and long-distance destinations and even fax them to businesses internationally.

If you wish to fax documents across the pond, ask an associate for help.

4. Printing

Staples also offers quick and easy printing services, including the following:

• Professional binding.

• Presentations.

• Manuals.

• Booklets.

• Document printing.

Just visit the custom print kiosk to find and print any internet-accessible file or document.

Documents can be printed from your USB, e-mail, or the Cloud. Once your papers are printed, you can organize them with the hole punching and stapling options.

5. Shredding

When you shred files, records, or even junk mail at Staples, you can rest assured that your most private papers are kept confidential.

Staples accepts the following for shredding:

• Papers.

• Envelopes.

• Spiral-bound notebooks.

• File folders.

• Stapled or paperclipped documents.

• Documents secured with rubber bands.

Staples partners with Iron Mountain to destroy documents in their secure shredding plants. Once documents are shredded, the paper is recycled to reduce the carbon footprint.

6. Computer workstation

Visit Staples' computer workstation to access PCs equipped with Microsoft Office (Word, Excel, and PowerPoint), Adobe Reader, Internet Explorer, and email applications. Each station also supports the following:

• USB.

• CD and DVD.

• Compact Flash and SD card reader.

Use Staples' computers to edit and print documents, check your email, surf the web, and more.

Outsource scanning with the Magic Envelope

Outsource receipt and document management with the Magic Envelope.

Shoeboxed is a receipt and document management service that digitizes and organizes your most important business documents.

Shoeboxed's Magic Envelope service outsources document management for individuals and businesses to simplify the scanning process.

How does Shoeboxed’s Magic Envelope service work?

1. Mail your documents

When you sign up for a plan that includes the Magic Envelope, Shoeboxed will mail you a pre-paid envelope each month to send your documents in.

If you have more paper than one envelope can handle, receipts and papers can be shipped in a box. Just tape the Magic Envelope to the lid, and Shoeboxed will cover the postage.

You can also request that Shoeboxed send you an additional envelope each month.

2. Turn documents into digital data

When your documents arrive at the scanning facility, they’re scanned, human-verified, and categorized in your Shoeboxed account under the appropriate tab or tax category.

Shoeboxed will even file your digital papers under custom categories that you create!

Before shipping your envelope, simply separate the papers and leave a note detailing how you want them organized.

3. Get notified

When your documents are digitized and accessible in your account, Shoeboxed will notify you via email so you can access your files.

4. Receive or shred hard copies

After processing, Shoeboxed will mail the hard copies back to you. In your Shoeboxed account, you can also choose to shred and recycle your documents at the facility.

Shoeboxed holds documents for up to 30 days in the event you change your mind.

NOTE: Shoeboxed cannot process documents wider than a normal sheet of paper or longer than 3 feet.

What else can Shoeboxed do?

Shoeboxed is trusted by over 1 million businesses to digitize business receipts and documents.

The Magic Envelope is Shoeboxed's most popular service, but did you know that you can also digitize documents on the go?

See what else Shoeboxed can do:

1. Mobile app and web dashboard

Shoeboxed has a mobile app that you can use to snap photos of receipts and upload them directly to your account using your smartphone.

You can also use Shoeboxed's online web dashboard to upload documents and receipts from your computer.

2. Unlimited free sub-users

Shoeboxed supports an unlimited number of free sub-users for every account so employees, co-workers, accountants, and tax professionals can view expenses and business files unhindered.

3. Gmail Sync

Sync Shoeboxed with your Gmail to automatically import receipts from your inbox to your account. Business receipts are organized under 1 of 15 tax categories for hands-off expense reporting.

4. Expense reports

Export your business purchases into a detailed expense report with images of receipts attached.

Shoeboxed expense reports are entirely customizable, so you can select the types of receipts you want to include and edit the data as needed.

5. Search and filter

Shoeboxed's search bar makes it easy to find any receipt or document in seconds. You can filter your digital files based on vendors, date, price, currency, categories, payment type, and more.

Frequently asked questions

Where can I scan a bunch of documents?

Staples locations act as your “office on the go" and make computers and scanners accessible to customers for digitizing and sharing documents. Alternatively, you can outsource your document scanning and management to Shoeboxed's Magic Envelope service.

Can you scan documents to USB at Staples?

You can scan and save documents directly to your USB drive or send them to your email. Staples' scanners can capture document or photo sizes up to 11" x 17" in color or black-and-white. After scanning, Staples offers a shredding service to securely dispose of all your confidential files.

Final thoughts

Staples gives customers access to a well-equipped business center so they can scan, print, copy, fax, or shred documents.

But why waste hours of your day at a supply store when you can outsource document scanning to Shoeboxed's Magic Envelope?

The Magic Envelope bears the brunt of document management, freeing up valuable time for business owners and office workers, and putting scanning in the hands of organized, well-trained professionals with high-quality equipment.

Try Shoeboxed for free today.

Hannah DeMoss is a staff writer for Shoeboxed covering organization and digitization tips for small business owners. Her favorite organization hack is labeling everything in her kitchen cabinets, and she can’t live without her mini label maker machine.

About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple methods for receipt capture: 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 that include IRS-accepted receipt images.

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

Try Shoeboxed today!