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Capture and categorise receipts and bills

Learn how to enter, attach, and track expense receipts and bills you capture with your phone or email to QuickBooks.

After you select the Banking or Transactions menu, you’ll see the Receipts tab. This is where you can manage and match your expense receipts and bills all in one place.

Important: QuickBooks supports PDFs and images with jpeg, jpg, gif, or png format. If you use a newer iPhone or iPad, you might have HEIC format images. See Apple's documentation on HEIC images to learn how to convert existing images to a compatible format.

Step 1: Add receipts and bills into QuickBooks

Note: This feature isn't intended for the transmission or storage of sensitive information, such as a full credit card number, government identifier, or health information.

Use a web browser to add receipts and bills

  1. Open a web browser, then sign in to QuickBooks Online.
  2. From the left menu, select Banking or Transactions.
  3. Go to the Receipts tab.
  4. Drag and drop the receipt or bill file directly into QuickBooks Online. Or select Browse to upload them. Note: Each image or file should only contain a single receipt or bill.

Other ways to get receipts and bills into QuickBooks

You don't have to always upload receipts and bills from your computer. Here are two more ways to get everything into QuickBooks without having to manually enter them.

Use a mobile device to add receipts and bills

You can use the QuickBooks Online mobile app for iOS and Android to scan and upload receipts and bills from your phone.

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

You can view receipts you already reviewed and those waiting for review in the mobile app. To add receipts on your books, you need to sign in to QuickBooks in a web browser. The captured receipts appear on the Receipts tab with any other receipts you've added.

Use an email to add receipts and bills

You can send us an email with your receipts or bills. We’ll create a transaction you can review based on the provided info.

Step 2: Review, edit, or match receipts and bills

Once you add the receipts and bills in QuickBooks, they’ll show up in the For Review tab where you can review, edit, and match transactions.

  1. From the left menu, select Banking or Transactions.
  2. Go to the Receipts tab.
  3. From here, you can select the row to have a side-by-side view of the receipt you sent and the data we extracted. You can also select:
    • Review to edit the extracted information for the receipt. If there are multiple matches, selecting Review allows you to choose the match you want.
    • Add to create a new expense in QuickBooks with the receipt attached.
    • Match when you’re ready to match the receipt with an existing record in QuickBooks. Note: If an imported banking transaction and a receipt are both in For Review, QuickBooks won’t suggest a match until you select Add for one of them.

Tip: If you have sales tax turned on in your company file, you can:

  • Select tax type and rate from the dropdown to automatically calculate the tax amount.
  • Edit the value in the tax amount field for multiple rates or non-taxable items.
  • Edit the total amount of tax deduction to change the value of tax calculated for a group rate. This is applied across the respective codes in the group proportionally.

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