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jamie312
October 18, 2023
Question

Emailed expenses coming in as submitted by me (admin user) instead of the employee user

  • October 18, 2023
  • 1 reply
  • 0 views

In QBO I added three new users with the role of Expense Submitter. The expenses they've submitted via email to our custom @qbodocs.com email address are coming through to review as being submitted by me (my full name) rather than the name of the employee. Everything else about the attached bill/receipt is being read well.

 

Is there a way to easily view and reflect the actual submitter's name? They've accepted the invitation and confirmed their account so I'm not sure what I might have configured incorrectly that their name and/or originating email address are not visible.

 

Thanks.

1 reply

A
AbegailS_
October 18, 2023

Hi there, @jamie312. I see your point here and would also want the ability of this feature as much as you do to benefit you and the program. Let me guide you on how you can make this feature available.

 

Currently, the option to reflect the actual submitter's name when viewing expenses is unavailable.

 

You'll want to set up a category nickname for an expense as a workaround. Let me show you how. 

  1. Select Add category. 
  2. Enter a nickname, then choose the category it belongs to.
  3. Example: Use the nickname "Client meals" for the "Meals & Entertainment" category to keep it simple.
  4. Tap Save. 
  5. In the Action column, select Edit if you need to make any changes to that category.
  6. Select Disable to remove that category from employee view. 
  7. To hide/view any previously disabled categories, select the gear icon, then Show disabled or Hide disabled.

 

See this article for more details: Set up employee expense management in QuickBooks Online Advanced

 

As we value your suggestions, I recommend sending your feedback to our Product Development Team. Here's how to send feedback: 

 

  1. Go to the Gear icon.
  2. Select Feedback.
  3. Enter your comments or product suggestions. 
  4. Then select Next to submit feedback.

 

Our product engineers will consider your suggestions, and you can always check the status of your request through this link: QuickBooks Online Customer Feedback. 

 

I've also included this article to help you customize your sales forms in QuickBooks. 

 

If you have any inquiries or concerns regarding managing your email, I'm one post away. 

J
jamie312Author
October 19, 2023

Thanks for the quick response, but the workaround is not relevant.

 

As I mentioned, the incoming source is via our @qbodocs.com forwarding address. The submitters are not logging in to QBO so they have no ability to select a (bogus) category. It is not feasible to add logging in to QBO as a step (several, actually) to our workflow for this situation.

 

I'm a little incredulous that this feature was released without the ability to display - anywhere - the user who submitted the expense. Isn't that the point of the Created By field? If the identity of the expense submitter/user cannot be displayed the @qbodocs forwarding email submission is at best a beta feature and should be labeled as such.

J
JanbonN
October 19, 2023

Thanks for giving a detailed explanation about your concern, @jamie312.

 

I want you to know that we have a separate forum that handles queries regarding integrations.

 

Interact with our Intuit Developer for help with QuickBooks API, software, and developer license-related questions.

 

Here are the steps to follow when posting your concern on their page:

 

  1. Go to this link: https://help.developer.intuit.com/s/.
  2. Choose your QuickBooks product.
  3. Click on Ask a Question.
  4. Please sign in and follow the prompts appearing on the screen to continue.

 

Here are some articles that can help you in running your reports:

 

 

If you have any additional questions about this matter, please leave a comment on this thread. We'll be here to assist you.

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