Managing Receipts and Bills In Quickbooks Online

Managing receipts and bills

The age-old problem

Managing receipts and invoices poses a formidable task for entrepreneurs of varying scales. As a practitioner in finance, you may have encountered customers who accumulate receipts in boxes meant for shoes or show no proficiency in automating their bills.

Adding bills and receipts to QuickBooks Online

The Receipts tab in the Banking center is the hub for adding and managing bills and receipts in QuickBooks Online. 

Main ways Clients can add Bills and Receipts.

Uploading a file

If a customer has already saved their receipts on their personal computer or Google Drive, they have the option to effortlessly transfer said documents onto QuickBooks Online.

To upload from the computer,  either drag and drop the file to the boxed area or select the area and browse for the file to upload.

To upload from Google Drive, select that option and follow the on-screen steps to connect the account if necessary and select the right file. 

Forwarding by Email.

You can help clients set up a custom QuickBooks Online email address to allow users to forward images of receipts and bills from their email. 

To set up a custom QuickBooks Online email address:

1. Select the Forward from email option

  

1. Note that only Admin users can register the customer email address, and each QuickBooks Online company can only have one active custom email address.

To specify which users can email receipts:

1. Select Manage forwarding email
   
   Note that once a custom email is set up, the wording on the tile changes.

 

In the Manage receipt senders section, use the sliders to give access to existing users or select Add new user to enable new users to forward emails to the custom email address

Note that for users to send receipts, they need to be at least standard users with vendor permissions.

Users who possess the requisite authorization have the ability to transmit invoices and receipts as either attachments or embedded within the text body of an electronic mail to a designated email address. It should be noted that QuickBooks Online is capable of identifying and processing only one receipt at a time if it is dispatched as part of the email content, as opposed to being sent as an attachment. Nonetheless, it is possible for a user to attach multiple receipts to a single email, provided that they are treated as individual attachments.

In the event that a client inadvertently dispatches a receipt to or from an email address that is not registered with QuickBooks Online, they will be notified via an email alert.

Uploading via the mobile app

The QuickBooks Online mobile application provides users with the added convenience of uploading bills and receipts. This feature proves particularly useful for small-scale receipts, such as those obtained from cafes or transactions made through debit or credit cards at retail stores.

To upload a bill or receipt via the mobile app:

1. From the dashboard in the QuickBooks Online mobile app, select Snap receipt

The application initiates the activation of the camera feature on the portable electronic device. Subsequently, it is advised to appropriately align the borders of the financial document or acknowledgement within the confines of the camera's interface and proceed to capture the image. Upon successful completion of this step, it is recommended to carefully evaluate the resultant image and make necessary adjustments to its dimensions by either cropping it or repeating the photographic process as deemed fit.

It is pertinent to note that in the case of Android devices, the software may be equipped to facilitate the simultaneous capture of multiple receipts. However, if this feature is unavailable, users must commence the scanning procedure anew.

 

1. When done, select Use this photo
   
   The app then uploads the image of the receipt and transfers the data to QuickBooks Online. 

 

  Reviewing, Matching, and adding Bills and Receipts

Once bills and receipts are added to QuickBooks Online, they appear in the For review section of the Receipts tab of the Banking center. If necessary, clients can update any missing or incorrectly mapped fields directly from here.

They can then start matching the uploaded bills and receipts to transactions from the bank feed. When reviewing the uploaded bills and receipts, check the suggested next step in the Action column.  

If QuickBooks Online finds an existing transaction that matches the uploaded bill or receipt, it suggests matching it. Select Match from the Action column to connect it to the transaction, or select the dropdown next to Match and then select Review to view the potential match first.