MY CARTHow to Upload Receipts and Bills in QuickBooks Online
How to Upload Receipts and Bills in QuickBooks Online: Video
This video lesson, titled “How to Upload Receipts and Bills in QuickBooks Online,” shows you how to upload receipts and bills in QuickBooks Online, which you can then match to existing transactions or add as new transactions. This video lesson is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”
Overview:
You can use the “Receipts” page in QuickBooks Online to upload receipts and bills in a PDF or image format, which it can then attempt to match to your existing transactions. Note that you should never upload receipts or bills that contain sensitive information like credit card numbers, social security numbers, or health information. The receipts or bills can be PDF, JPG, or PNG image files. However, each image file or PDF should contain only a single receipt or bill.
Open the Receipts Page in QuickBooks Online to Upload Receipts and Bills:
To open the “Receipts” page to manage existing receipts and bills or upload receipts and bills in QuickBooks Online, click the “Receipts” link under the “Accounting” app in the “All apps” bar.
To Upload Receipts or Bills from Your Device:
To upload receipts or bills from your computer, click and drag the receipts or bills from your computer’s file explorer and drop them onto the dotted line area surrounding the “Upload from this device” button in the “Receipts” page. Alternatively, click the “Upload from this device” button in this section to launch an “Open” dialog box, use it to browse for and select the PDFs or image files of the receipts or bills to upload, and then click the “Open” button in the dialog box.
Alternatively, to Upload Receipts and Bills from Google Drive:
Alternatively, to connect Intuit to a Google Drive account to access uploaded receipts and bills from Google Drive, click the “Upload receipts” drop-down button in the “Receipts” page and then select the “Upload from Google Drive” command. Then follow the sign-in instructions in the pop-up window that appears.
Alternatively, to Forward Receipts and Bills to a Custom Email Address:
Alternatively, to upload receipts and bills by forwarding them to a custom email address in QuickBooks Online, email them to the email address that follows the “Anyone can autofill multiple receipts…” label. If needed, to copy this email address, click the small “Copy” button to its right.
Alternatively, to Upload Pictures of Receipts and Bills in the QuickBooks Online App:
Alternatively, you can also download the free QuickBooks Online mobile app for your mobile device’s operating system. The QuickBooks Online app lets you sign-in using your Inuit credentials, take a picture of a receipt or bill in the app, and then review and categorize it on the “Receipts” page in QuickBooks Online.
After uploading the receipts or bills using any of the available methods, QuickBooks Online then processes the files, which may take up to 5 minutes. If the processing fails, a message tells you that and you can click the “X” button that appears to close the message.
Review the Uploaded Receipts and Bills on the “For review” tab:
After successfully processing the files, they then appear in a list on the “For review” tab. Information that shows whether there is a matching transaction in QuickBooks Online for each receipt or bill appears within the “Action” column on the “For review” tab.
To Match an Uploaded Receipt or Bill for which QuickBooks Online Automatically Finds a Matching, Existing Transaction:
If QuickBooks automatically finds a matching transaction, then the “Match” link appears here and information about the matching transaction appears in the “Category” column. To match the transaction, as is, click the “Match” link.
Alternatively, to Manually Review an Uploaded Receipt or Bill to Either Add It as a New Transaction or to Manually Find Its Match:
Alternatively, to review the receipt or bill to add missing data and then add it to QuickBooks or to manually find a match, click the “Review” command under the receipt’s “Action” column or select the “Review” command from the receipt’s “Action” column drop-down.
The receipt or bill then appears at the left side of the window that opens. If needed, to change whether this receipt is a bill or expense, select the correct choice from the drop-down in the upper-left corner of the window. Then add or edit any of the data in the fields that appear at the right side of this window, as needed.
To then save the transaction, add it to QuickBooks, and close the window, click or select the “Save and close” choice from the green drop-down button in the lower-right corner of the window. Alternatively, to save the transaction and move to the next transaction, click or select the “Save and next” command from the green drop-down button. Alternatively, to save your changes, but leave the transaction on the “For review” tab, click the “Save as draft” button. Doing this lets QuickBooks try to automatically find a matching transaction after its details are updated.
To Search for a Matching Transaction When Manually Reviewing Uploaded Receipts and Bills for which QuickBooks Online Cannot Find a Match:
Alternatively, to try to manually search for a matching, existing transaction for this transaction if QuickBooks cannot find one, click the “Search for a match” link at the top of the window. Then type your search term into the “Search” field that appears in the new “Match to an existing transaction” window that opens. QuickBooks Online then attempts to find existing QuickBooks Online transactions that match. If the transaction appears in the search results, click it to select it, and then click the “Match” button in this window.
Alternatively, to Manually Search for a Matching Transaction:
Alternatively, to manually search, click the “Search manually” link in this window and then use the fields at the top of the new window that appears onscreen to search for matching transactions. If you find it, check its checkbox to select it and then click the “Match” button in the lower-right corner. To go back, if needed, click the “Go back” link at the top of the window. If needed, to close the “Match to an existing transaction” window, click the “Close” button within it.
To Manually Review a Potential Matching Transaction if QuickBooks Online Thinks It Finds a Match:
Separately, to show the matching transaction if you choose to review a transaction for which QuickBooks thinks it has a match, click the “See suggested matches” link at the top of the window to open a “Match to an existing transaction” window. Use the “Suggested Matches” drop-down to select the desired suggested match and then click the “Match” button. If needed, to instead manually search for a match, click the “Search manually” link to perform a manual search from this window, as just shown.
How to View and Undo Matched or Newly Added Transactions in QuickBooks Online:
If you select a match, QuickBooks then shows the matching transaction window, which you can close. To view the matched transactions in QuickBooks, click the “Reviewed” tab in the “Receipts” page. If needed, to undo an incorrect match, click the “Undo match” link under the receipt’s “Action” column on the “Reviewed” tab. If needed, to undo an incorrectly added receipt or bill, click the “Undo add” link under its “Action” column on this tab.
How to Delete Uploaded Receipts and Bills in QuickBooks Online:
To delete a file on the “For review” tab if you uploaded the wrong file or a duplicate file, click its drop-down arrow under its “Action” column and then select the “Delete” command. Then click the “Yes” button in the confirmation prompt that appears.
How to Perform Batch Actions on Multiple Uploaded Receipts or Bills:
To perform batch actions on multiple receipts on the “For review” tab, check the checkbox to the left of the receipts upon which to perform the same action. To select them all, if needed, check the checkbox at the top of the column of checkboxes. Then click the “Batch actions” drop-down above the list. Then select either the “Confirm selected,” “Review selected,” or “Delete selected” command, as needed.
To confirm the receipts, choose the “Confirm selected” command. If you select “Review selected,” then use the drop-downs in the window that opens to select the value or values to apply to the selected receipts. Fields you don’t edit are not saved. Then click the “Modify” button to save the changes or the “Cancel” button to cancel them. If you select the “Delete selected” command, then click the “Yes” button in the confirmation prompt window that opens to confirm the deletion or click the “No” button to cancel the deletion.
How to View the Linked File for a Reviewed Receipt or Bill:
To view the file linked to a reviewed bill or expense receipt in QuickBooks Online, click the “Reviewed” tab and then click the “Expense” or “Bill” link under the “Linked Record” column to open the associated transaction window. The name of the attached receipt file appears as a link in the “Attachments” field in this window, which you can click to open the file in a new window. You can then close it, when you have finished examining it.
How to Manage the Custom Email Address Settings in QuickBooks Online:
If needed, to manage the settings for the email to which to forward receipts, click the “Manage settings” button at the top of the “Receipts” page to open an “Add documents via email” window. To change the custom email part of the email address, which is your QuickBooks company file name, by default, click the “Edit email” link in this window. Then enter the email address to use in the field that appears and click the “Confirm” button. To cancel the change, click the “Cancel” link.
To copy the email to which to forward expenses or sales forms, click the “Copy” button next to either the “Expenses” or “Sales” email address, respectively, in this window.
How to Block Senders from Emailing your Custom Email Address in QuickBooks Online:
To change who can send email to this email address, click the “Block senders” link in this window to show the “Block Senders” window. Here, type the email addresses to block from sending email to this address into the “Enter email address” field and then select them from the drop-down that appears to add them to a list below the field. To remove an email you added, click the trash can icon to its right. To save the changes, click the “Save” button to return to the “Add documents via email” window. To close this window, when finished, click the “X” in its upper-right corner.
