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How to set up employees for receipt capture on the mobile app?

How do I set up employees to utilize receipt capture on the mobile app?

11 Comments
QuickBooks Team

Re: How to set up employees for receipt capture on the mobile app?

Hello there, @steve16.

 

Let's add your employee as an authorized user so they can use the receipt capture feature.

  1. Go to the Gear Icon.
  2. Choose Manage Users.
  3. Click Add User.
  4. Select the type of user you want to add, then click Next.
  5. Choose the access rights you want to provide, then click Next.
  6. Follow the on-screen instructions to complete the process.

To learn more about managing users, you can check this article: Add, delete, or change user access.

 

Also, I've got these articles for additional about the receipt capture feature:

Let me know if you have other questions. I'm always here to help.

Not applicable

Re: How to set up employees for receipt capture on the mobile app?

So do they need to be a Standard User to utilize receipt capture?

 

I originally selected "Reports Only" but this would not allow them to utilize receipt capture.


Thanks for your help.

 

Moderator

Re: How to set up employees for receipt capture on the mobile app?

It's nice to hear from you again, steve16.

 

Yes, they'll have to be a Standard user so that they'll be able to utilize the receipt capture feature. 

 

You can let the standard user access with Customer and Sales, or Vendors and Expenses. They can enter time sheets, add users, update company information and manage subscription as well.

 

I'm including an article here where you can learn more about user types and permissions in QuickBooks Online.  You'll know what a standard user can and can't do.

 

If you have follow-up questions, just post a reply here. We'll be right here to help you out.

Not applicable

Re: How to set up employees for receipt capture on the mobile app?

Ok whats the most limited role/permissions under "Standard User" I can designate my employees as that will still allow them to utilize receipt capture?

QuickBooks Team

Re: How to set up employees for receipt capture on the mobile app?

Good day, @steve16.


I appreciate you asking for clarification regarding the user role that can utilize receipt capture.


Give your employees Limited (Customers and sales, plus Vendors and purchases) level of access to use the feature. Here are the lists of the things this Standard user can do:

  • Enter estimates, invoices, sales receipts, credit memos, refunds, charges, and credits
  • Create and delete statements
  • Receive payments from customers
  • Fill out timesheets for anyone
  • Add, edit, and delete customers, vendors, products, and services
  • View customer and vendor, registers, A/R and A/P reports
  • Enter bills from vendors
  • Pay bills, write and print checks, and view check reports
  • Make bills and purchases billable to customers
  • Enter cash and credit card purchases

They can’t add, edit, and delete accounts and quantity on hand, view bank registers, and see total income and expense amounts on Vendor, and Customer pages. Check out the Learn what a standard user can and can’t do section on this article for reference: Learn user types and permissions in QuickBooks Online.


Now let’s update the level access of your employees. Simply go to the Gear icon and choose Manage Users. Take a look at this article for the detailed instructions: Add, delete, or change user access.

 

Manage user.PNG

 

Let me know in the comment section below if you have any questions. I’m more than happy to help. Have a great day!
 

Not applicable

Re: How to set up employees for receipt capture on the mobile app?

Standard User access doesn't permit the employee to select an account in the App when creating a new expense, which is a required field. Thus, the transaction will not save. This seems like a major development flaw. Is this correct, or am I doing something wrong? 

Highlighted
QuickBooks Team

Re: How to set up employees for receipt capture on the mobile app?

Hello, @SJOFanClub.

 

Your employees, have to go through the Plus (+) icon to be able to create an expense transaction successfully. Here's how:

 

  1. Log in to QuickBooks account.
  2. Click on the Plus (+) icon.
  3. Select Expense.
  4. Fill in the necessary information.
  5. Click on Done to save the transaction.

If the employee still doesn't have the option to create a new expense from there, you need to review the employee's access. The employee should have the vendor access to be able to create expenses in QuickBooks Online (QBO).

 

To learn more about the user types in QBO, you can read this article: Learn about user types in QuickBooks Online.

 

I'm also adding this article for your future reference about adding, deleting, or changing user access: Add, delete, or change user access.

 

Stay posted if you have any other questions. I'll be right here to help!

Not applicable

Re: How to set up employees for receipt capture on the mobile app?

I have verified that the employee has Vendor access, and they still cannot select the account or anything from the field that says 'what kind of expense is this?'. I do not want this employee to have full Expense access, but it seems like that is the only way..

QuickBooks Team

Re: How to set up employees for receipt capture on the mobile app?

Thanks for getting back to the Community, @SJOFanClub.

 

I've checked our investigation list, but we haven't received any similar reports about this issue. In this case, let's try other steps by deleting the employee's user access and re-invite it again. 

 

Here's how to delete user access:

  1. Open your QuickBooks Online account in any private browser. 
  2. Select the Gear Icon, then go to Manage Users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
  3. Find the user you need to delete, and click the small arrow icon in the Action column.
  4. Select Delete in the confirmation window.

Once done, you can now invite your employee as a standard user with limited vendor's access. You can check this article for detailed steps on how to add, delete, or change user access

 

Please let me know how it goes. I'll be around to help if you have any other concerns. Have a good one! 

Experienced Member

Re: How to set up employees for receipt capture on the mobile app?

This process is not working for us either.  We would like to have field employees to have the ability to use the RECEIPT CAPTURE only.  Surely, there is a way to set this up without allowing access to other financial information for the level of employee that is in the field.  If not, then please notify me when that solution comes out.  Otherwise, we will have to continue to utilize 3rd party apps.  We should not be charged a standard user license for receipt capture only.  

QuickBooks Team

Re: How to set up employees for receipt capture on the mobile app?

Good day, @sagesox.

 

For this time, the only way to utilize the receipt capture feature is to have the standard user access, which also enables your user to view the data from the customers and vendor's transactions.

 

I hear you and realize the importance of this option can have to you and your business. This's why QuickBooks is constantly working to improve the product. We're committed to developing simple, intuitive software that includes new features based on the feedback we've received from customers like yourself.

 

To be updated with our latest news and updates including innovation, I encourage you to visit the QuickBooks Online Blog

 

In the event that you if have questions about this, or need anything else, you can find me here. Wishing you all the best!

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