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J
Jools makes dive gear
March 10, 2021
Question

Scanning receipt to make expense

  • March 10, 2021
  • 1 reply
  • 0 views

Hi

I'm trying to get my head around quickbooks so you may see me going at the forum loads soon but for the start I have a question about receipts that have been scanned and expenses.


  1. So when I photo a receipt why doesn't it create an expense automatically? 
  2. If point above can't be done what is the preferred work flow of accounts and expenses? Should I scan receipts first and then make expense or the other way round.

    For me it seems strange as I have my bank linked so QB know's what has been spent but it doesn't auto link a receipt to this expenditure.

    Fixing this is my first priority so I hope someone can hep.

    Cheers

Jools

1 reply

J
jamespaul
March 10, 2021

Hello, Jools.

 

I'll shed some more light on how receipts and the bank transactions work in QuickBooks. 

 

Uploading your receipt to QuickBooks requires you to review it first to ensure it is categorised and accounted for properly. 

 

For the workflow, you can actually do both ways. Create an expense transaction in QuickBooks and match it with the receipt when it is already available. Simply click the + New icon, then select Expense. 

 

Alternatively, you can upload a receipt and review it in QuickBooks then add it directly to your books. 

 

The general idea here is to keep a digital record of the receipts while ensuring your books match with what you did in real life. 

 

You might want to check this article out if you need more help managing your receipts: Capture and categorise expense receipts and bills in QuickBooks Online. 

 

The Online Banking feature and the Receipts module are separate. However, you can use the Bank Rules module to automatically add those expenses (and other downloaded transactions) into QuickBooks. The receipts would still need to be reviewed and added though. 

 

If you need help categorising your bank transactions, you can check this article: Categorise and match online bank transactions in QuickBooks Online. 

 

After recording your bank transactions and adding those receipts, are you ready to reconcile your bank account in QuickBooks? You can check this article for a guide on a workflow: Reconcile an account in QuickBooks Online.

 

If you need help learning the ropes in QuickBooks Online, feel free to check out other articles in our articles list page. 

 

I'll answer other questions you might have for QuickBooks Online. Just reply here and I'll lay down the details and steps to help you out. 

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