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mariasevensouls
November 3, 2020
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How do I upload a receipt to QuickBooks online without attaching it to a transaction at first?

  • November 3, 2020
  • 1 reply
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My client would like to send receipts directly to QuickBooks Online right after paying for them so they don't get lost. How do we do that?
Best answer by JoesemM

Welcome to the Community space, @mariasevensouls.

 

You can directly upload the receipts in QuickBooks Online without attaching it to the transaction first. Just go to the Receipt tab under the Banking or Transactions menu. I'll guide you how:

 

  1. Open a web browser, then sign in to QuickBooks Online.
  2. Go to the Banking or Transactions menu and select the Receipts tab. 
  3. Drag and drop receipts directly into QuickBooks Online, or select Browse to upload them. You can also email receipts to QuickBooks and they’ll show up here as well. You can use PDFs, images (jpeg, jpg, gif, or png), or info in an email.

 

For mobile devices, here's how to add a receipt:

 

  1. Open the app, then tap the Menu ≡.
  2. Tap Receipt snap.
  3. Hit the Receipt Camera and snap a photo of your receipt.
  4. Tap Use this photo, then Done.

 

Once the receipt is added in QuickBooks Online, they'll show up in the For Review tab where you can review, edit, and match transactions.

 

For detailed information, click this article: Capture and categorize receipts and bills.

 

You can also read through these articles to learn more about tracking your receipts in QuickBooks:

 

 

If you have other questions in mind, share them in the comments below. I'll get back to you as soon as I can. Take good care!

1 reply

JoesemM
JoesemMAnswer
November 3, 2020

Welcome to the Community space, @mariasevensouls.

 

You can directly upload the receipts in QuickBooks Online without attaching it to the transaction first. Just go to the Receipt tab under the Banking or Transactions menu. I'll guide you how:

 

  1. Open a web browser, then sign in to QuickBooks Online.
  2. Go to the Banking or Transactions menu and select the Receipts tab. 
  3. Drag and drop receipts directly into QuickBooks Online, or select Browse to upload them. You can also email receipts to QuickBooks and they’ll show up here as well. You can use PDFs, images (jpeg, jpg, gif, or png), or info in an email.

 

For mobile devices, here's how to add a receipt:

 

  1. Open the app, then tap the Menu ≡.
  2. Tap Receipt snap.
  3. Hit the Receipt Camera and snap a photo of your receipt.
  4. Tap Use this photo, then Done.

 

Once the receipt is added in QuickBooks Online, they'll show up in the For Review tab where you can review, edit, and match transactions.

 

For detailed information, click this article: Capture and categorize receipts and bills.

 

You can also read through these articles to learn more about tracking your receipts in QuickBooks:

 

 

If you have other questions in mind, share them in the comments below. I'll get back to you as soon as I can. Take good care!

    Z
    ZedEI
    February 16, 2022

    Hi Joesem - in your response you say: "You can also email receipts to QuickBooks and they’ll show up here as well. You can use PDFs, images (jpeg, jpg, gif, or png), or info in an email."

     

    I have some expenses that don't have a receipt (no way to take a picture or attach a PDF) and I would like to be able to send a text-only email to get the information into QBO.  However I can't find any guidance on what information to include in the email to get the expense properly input and categorized.  Can you please tell me what this email should include and if there are any formatting or keyword requirements?

    C
    ChristieAnn 11
    February 16, 2022

    .Hi there, ZedEI

     

    Thank you for visiting the QuickBooks Community. I'll be sharing further details about how emailing a receipt/bill works to QuickBooks Online. Then, ensure you'll be able to perform alternative steps to achieve your goal.

     

    You can upload receipts and bills from vendors to QuickBooks Online from your computer or mobile device, or even from your email account. Then, once you upload your receipt or bill, QuickBooks extracts info from it and creates an entry for you to review. Then, you can edit the receipt or bill, add it to an account, or match it to an existing transaction in the Receipts tab. 

     

    The info in an email that was mentioned by my colleague is you can email any information about the receipt or bill to QuickBooks by capturing detail and the photo's file type must be a pdf, jpeg, jpg, gif, or png.

     

    Since you don't have an option to take a picture or attach a PDF so you can upload your transactions, I recommend manually creating an expense entry in QuickBooks. This is because sending a text-only email to get the information into QBO is currently unavailable. After that QuickBooks will automatically match your transactions once it detects entries with similar amounts and details on the Banking page.

     

    You may refer to this article on how to run a report that will reflect all payments made to vendors: Run a report with vendor totals.

     

    If there's anything else I can do to help about managing vendor's transactions, feel free to post here anytime, any day. Thanks again and I hope you have a lovely day!

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