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Level 2

Emailing receipts and bills to QB Online

I'm using the QB option for emailing receipts and bills to store in QB.

I have a couple of questions:

 

1) Are there basically two different ways to store receipts and bills on QB using this method: 1) Scanning with the QB app or 2) E-mailing the receipts and bills to QB through the customized email address?  It appears that e-mailing works better.

2) Does this process also include generating the accounting entries? In other words, the entries to set up payables, expenses, and offset to the cash account?  I wasn't sure if I still had to set up the payable entries for bills as a separate process or if forwarding the images to QB also leads to the creation of the entries.

Solved
Best answer August 26, 2020

Best Answers
Highlighted
QuickBooks Team

Emailing receipts and bills to QB Online

Hi JBrown1, 

 

I'm glad you're taking advantage of QuickBooks and the powerful features it offers. Emailing receipts is a time-saving feature which helps you get ahead with your work. I'd be glad to share more information on this. 

 

To answer your first question, there are several ways to bring your receipts/bills into QuickBooks:

 

1. Add receipts and bills into QuickBooks - 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.

 

2. Use a mobile device to add receipts and bills

 

3. Use an email to add receipts and bills.

 

I encourage you to check out this article which shows you how to: Capture and categorize receipts and bills. Once you've uploaded the receipts/bills you'd have to manually edit the receipt, add it to an account, or match it to an existing transaction in the Receipts tab. You’ll also have the receipt on file for tax time. Here's a helpful article which shows you how to do this manually. 

 

In case you have other questions, feel free to contact our support team using this link here or leave a comment below. Otherwise, enjoy the rest of your week. 

View solution in original post

Highlighted
QuickBooks Team

Emailing receipts and bills to QB Online

Those are some great follow-up questions, JBrown1. I'd be happy to clarify that for you.

 

When you add/match a receipt in Step 2, a corresponding transaction is only generated if you click the Add option. Adding the expense to QuickBooks can be done during this process, but if the payment has already been recorded in QuickBooks, use the Match option instead.

 

This should also help answer your second question about whether or not the bill should already be entered before attaching your receipt. Either way works, and if you've not yet entered it into QBO, you can use the Add option. 

 

The receipts tool functions as both a way to capture and categorize your bills and receipts, and also as a way to create an entry. It all depends on whether you're selecting Add or Match.

 

I hope this helps clear things up for you. If you have any further questions about this, don't hesitate to reach out to our tech support team.

Cheers. 

View solution in original post

3 Comments
Highlighted
QuickBooks Team

Emailing receipts and bills to QB Online

Hi JBrown1, 

 

I'm glad you're taking advantage of QuickBooks and the powerful features it offers. Emailing receipts is a time-saving feature which helps you get ahead with your work. I'd be glad to share more information on this. 

 

To answer your first question, there are several ways to bring your receipts/bills into QuickBooks:

 

1. Add receipts and bills into QuickBooks - 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.

 

2. Use a mobile device to add receipts and bills

 

3. Use an email to add receipts and bills.

 

I encourage you to check out this article which shows you how to: Capture and categorize receipts and bills. Once you've uploaded the receipts/bills you'd have to manually edit the receipt, add it to an account, or match it to an existing transaction in the Receipts tab. You’ll also have the receipt on file for tax time. Here's a helpful article which shows you how to do this manually. 

 

In case you have other questions, feel free to contact our support team using this link here or leave a comment below. Otherwise, enjoy the rest of your week. 

View solution in original post

Highlighted
Level 2

Emailing receipts and bills to QB Online

Thanks JamesM

I'm presenting an example of this process to a client.

  1. Just to clarify,  does the matching process that happens in Step 2 also lead to the payment of the bill?  I'm assuming the receipt would not be an issue because the amount was already paid at the time the transaction was generated.
  2. In the case of a bill, for this matching to happen properly should the bill already be set up as a payable transaction before Step 1 even happens?

Another way to come at this is to ask ... is the capture and categorizing of the bills and receipts only just a way to manage and store the documents or is the purpose also to create a payment entry?

 

 

Highlighted
QuickBooks Team

Emailing receipts and bills to QB Online

Those are some great follow-up questions, JBrown1. I'd be happy to clarify that for you.

 

When you add/match a receipt in Step 2, a corresponding transaction is only generated if you click the Add option. Adding the expense to QuickBooks can be done during this process, but if the payment has already been recorded in QuickBooks, use the Match option instead.

 

This should also help answer your second question about whether or not the bill should already be entered before attaching your receipt. Either way works, and if you've not yet entered it into QBO, you can use the Add option. 

 

The receipts tool functions as both a way to capture and categorize your bills and receipts, and also as a way to create an entry. It all depends on whether you're selecting Add or Match.

 

I hope this helps clear things up for you. If you have any further questions about this, don't hesitate to reach out to our tech support team.

Cheers. 

View solution in original post