How to add an employee to Quickbooks so they can upload receipts ONLY

Hello @robertekral,

Rustler has a point. Currently, we’re working on improvements that will help customer’s needs. However, we can still provide you these options you may consider.

To add user access to your QuickBooks Online account, we could add to this employee as a user. However, there’s no specific role or limit that we could assign to this employee.

To add a QuickBooks Online user we’ll need to invite this new employee as a new user. Here’s how:

1. Select the Gear icon.
2. Under Your Company, click Manage Users.
3. In the Manage Users page, click the Add user button.
4. Select user type then hit Next.
5. In the Select access rights section, choose the access you want to this user has.
6. Click Next and then select the user settings.
7. Fill out their contact information, then hit Save.

Once done, your new user will quickly get an email from quickbooks-email@intuit.com. It has your business’s name and a message that includes “Ready to get started? Let's go!”, then lets your employees select “Let’s go!”.

You can check these articles for further information about types of users.

• Add, delete, or change user access
• Learn about user types in QuickBooks Online

Also, you can connect a third-party app that your employee can use to upload receipts. You can check this link to get a better comparison that suits your business needs:https://apps.intuit.com/app/apps/home.

If you need anything else, feel free to come back anytime. I’m always here to help.

Same issue.  My assistant is going to upload receipts and match them but I don't want to give her access to everything else. Is there a way to do this?

I was looking at how to upload a receipt using my third party app? Can you suggest me any link?

I am using java/ android app where I will capture a receipt from mobile and then will upload on QuickBooks.

Hello there, bajrang and DianaTi. 

It depend on the user type and access we have for us to be able to take a snap on receipts. As suggest by my colleagues we can use third-party apps that are supported by QuickBooks so we'll have no issues with integrating it to QuickBooks. I suggest reaching out to our third-party provider to walk you through on how to snap a receipt and upload it into your QBO file. 

You can check out these articles that will you you through more about access we can give to our users and how to manage receipts: 

• Capture and categorize receipts and bills in the Receipts tab
• Email receipts and bills to QuickBooks Online
• User types in QuickBooks Online

I'm here if you need more help, you can always mention me in your reply. Take care!

After much trouble getting a new user set up to be able to upload and forward email receipts, but not have access to much else, I learned it won't work unless the user is set up as a Standard User and you check "Limited" access to BOTH "Customers" and "Vendors".

@MOY 

Consider having a 3rd party expense management app to do so and integrate it with your QBO. 

I am going to try this:

- Create a free gmail account, set auto forward to qbo 

- create qbo user for the gmail account

- have my assistant email receipts to the free gmail account

I would be happy, if at least users could send their receipts by email, without the need for the app option. but the truth is I don't understand why the need to manage who the senders will be, if we can't even get the employees to send us the receipts this way.

Thanks for reaching out to the Community, jose1988.
 

QuickBooks Online users can email receipts to customers without using the desktop or mobile applications.
 

Here's how:
1. In the left navigation bar, go to Sales, then Customers.2. Open a customer's profile by clicking on their display name.3. Find the transaction receipt you're working with.
4. Hit the drop-down arrow under your ACTION column.
5. Choose Send.6. Make any necessary changes to the information in your To, Subject, and Message fields.7. Select Send.

I've included a few resources below about user types and managing permissions. These will help better understand why a subscription lets you manage who has the ability to send emails while logged into your books:

• User types & user permissions
• Add, delete, or change user access
• Managing users for your company

I'll be here to assist if there's any other questions. Enjoy the rest of your day!

would it not be relatively easy just to create a user access level that was simply Snap Receipts Only....come on Inuit lets make this happen

Any improvements on this yet? So I can have employees just add receipts only?

Mac

Hi there, Johnmackkk.

Thanks for stopping by the Community. I'm happy to provide some insight onto this for you. The previous response above by my colleague Zack, is still accurate. I suggest keeping an eye on our blog as that's where you'll find information about changes and update made to the QuickBooks product. 

• QuickBooks Blog. 

Thank you for your time and if you have any other questions, feel free to post here night or day. Take care. 

We are looking to upload receipts for expense transactions but don't want to grant access to everything else in QBO. The customer receipts Zack from Quickbooks referred to in his response is for clients, we are not looking to send client receipts, we want expense receipts attached to the expense in QBO however I don't want to give the entire team access, for example  my account managers and sales team don't need to be in QB but I do need their receipts for the CC purchases added to QBO. HELP, THIS IS A BIG ISSUE! 

Thanks for joining in this thread, Hope0113.

Let me share some information regarding uploading receipts in QuickBooks Online.

Giving access to your account managers and sales team to upload receipts in QuickBooks Online is currently unavailable. As a workaround, you can look for a third-party application that allows them to upload their expense receipts.

Here's how:

1. Log in to your QuickBooks Online account.
2. From the left pane, click on Apps.
3. Search for apps in the search box.

QuickBooks displays the list of applications available that matches the description you entered. Once you find the right app, click to open it. We’re working on releasing new features soon. For product updates, you can check out our blog post for recent changes.

You might want to check this article on what are the types of users you can add in QuickBooks as well as steps on how to customize their access: Learn about usage limits in QuickBooks Online.

You can get directly in touch with me if you have additional questions about uploading receipts or adding users in QuickBooks Online. I'd be more than willing to lend you a hand.

@Hope0113 

Consider having an expense management app to do so and integrate it with your QBO account. Your team don't need to have any access of QBO.

Hey Nick_M, any idea on when this capability will become available (specifically, a user type that allows email of receipts and that's it)?

"Keeping an eye on our blog" doesn't give much indication of if this feature is actively being built or not. A clearer response would be appreciated! Thanks!

Hello @ctl-riguy,

As of this time, we're unable to provide the exact turnaround time as to when a certain feature will be available in the software. Checking our blog is a way of letting you know, our users, about the latest improvements that have been rolled out.

With this, let's consider letting our product developers know about your request by following the steps below:

1. Go to the Gear icon.
2. Under PROFILE, select Feedback.
3. Describe your request in a few words. Say - A user that only email receipts.
4. Click Next.

On top of that, I've also included this reference for a compilation of articles you can use while working with us: Account Management for QuickBooks Online.

If you have any other questions, please let me know by leaving any comments below. I'll be here to lend a hand.

Did you get this to work?  How did you get the confirmation code to confirm the forwarding address?

Hi there, @RBBTreasurer.

I'm stepping in for a moment and share with you some information about this topic.

You'll receive the confirmation code to confirm the forwarding address to your email address or phone number. If you've used your email, then you can check the code from there. 

On the other hand, we didn't receive any update yet about adding users to upload receipts only. Rest assured our engineers are working nonstop to deliver the best experiences for all QuickBooks users. For the time being, I recommend checking out our blog to stay current with the latest QuickBooks news and feature enhancements.

Here's the link: The QuickBooks Blog.

To know more about user management and the receipt feature in QuickBooks Online, you can open these articles:

• Capture and categorize receipts and bills in the Receipts tab
• Email receipts and bills to QuickBooks Online
• User types in QuickBooks Online

If you have any other QuickBooks questions, please let me know by adding a comment below. I'm more than happy to help. Have a good one!

I don't see anything specifically stating this, but we would like all our employees to be able to forward receipts.  Does that mean we have to have a user login for each of them?  It seems like we should be able t allow anyone to forward a receipt copy?

Having the same issue!  We are a construction company and the employees in the field are constantly making purchases on the company credit for materials and tools, etc.  I would like for them to be able to use the scan receipt option on their phone to upload the receipt to Quickbooks, but I don't want them to have access to any financial data in quickbooks.  AAargh!

@Krisabitz 

Consider having a construction management app to integrate with your QBO.