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Upload your receipts to QuickBooks Online

by Intuit•414• Updated 2 months ago

Learn how to upload your receipts to QuickBooks Online.

Save time on tracking and recording your receipts from vendors. You can upload them to QuickBooks Online from your computer or mobile device, or even from your email account.

Save time by uploading your receipts and bills from vendors to QuickBooks Online. We’ll show how to do this from your computer, mobile device, or even your email account.

After you upload your receipt, QuickBooks extracts info from it and creates a transaction for you to review. Then, you can edit the receipt, add it to an account, or match it to an existing transaction in the Receipts tab.

After you upload your receipt or bill, QuickBooks extracts the information and creates a transaction for you to review. From there, you can edit the receipt or bill, add it to an account, or match it with an existing transaction in the Receipts tab.

Tip: If you'd like your employees to upload and submit their receipts for expense claims, consider upgrading to QuickBooks Online Advanced. You can review their expense claims and record the transactions that match. This isn't included in your current subscription.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

Before you start

Here are a few things to keep in mind: 

  • We don’t recommend uploading receipts or bills with sensitive or personal info, like credit card numbers.
  • QuickBooks supports PDF, JPEG, JPG, GIF, and PNG images. If you have HEIC images from a newer iPhone or iPad, you can convert HEIC images to a compatible format.
  • Receipt snap only supports home currency. It doesn't support different currencies.

To watch more how-to videos, visit our video section.



Step 1: Upload receipts to QuickBooks

Step 1: Upload receipts and bills to QuickBooks Online

There are several ways to add receipts. Follow whichever you prefer.

Note:

  • We don’t recommend uploading receipts with sensitive or personal info, like credit card numbers and government identifiers.
  • QuickBooks supports PDF,  JPEG, JPG, GIF, and PNG images. If you have a newer iPhone or iPad, your images might be in the HEIC format. You can convert HEIC images to a compatible format.
  • We don’t recommend uploading receipts or bills with sensitive or personal info, like credit card numbers and government identifiers.
  • QuickBooks supports PDF,  JPEG, JPG, GIF, and PNG images. If you have a newer iPhone or iPad, your images might be in the HEIC format. You can convert HEIC images to a compatible format.
  • We don’t recommend uploading receipts or bills with sensitive or personal info, like credit card numbers and government identifiers.
  • QuickBooks supports PDF,  JPEG, JPG, GIF, and PNG images. If you have a newer iPhone or iPad, your images might be in the HEIC format. You can convert HEIC images to a compatible format.
  • We don’t recommend uploading receipts or bills with sensitive or personal info, like credit card numbers and government identifiers.
  • QuickBooks supports PDF,  JPEG, JPG, GIF, and PNG images. If you have a newer iPhone or iPad, your images might be in the HEIC format. You can convert HEIC images to a compatible format.
  • We don’t recommend uploading receipts or bills with sensitive or personal info, like credit card numbers and government identifiers.
  • QuickBooks supports PDF,  JPEG, JPG, GIF, and PNG images. If you have a newer iPhone or iPad, your images might be in the HEIC format. You can convert HEIC images to a compatible format.

Upload receipts from your computer or Google Drive

  1. In QuickBooks, go to Transactions, and select Receipts (Take me there).
  2. Select Upload from computer or Upload from Google Drive.
    Note: Each image or file should only contain a single receipt or bill.
  1. Sign in to QuickBooks Online. 
  2. Go to Transactions, then Receipts (Take me there).
  3. Select Upload from computer or Upload from Google Drive.
    Note: Each image or file should only contain a single receipt.

Snap a photo of your receipt on your mobile device

You can use the QuickBooks Online mobile app to snap and upload receipts and bills from your mobile device.

To follow these steps, make sure you have installed the QuickBooks Online app for iOS or Android.

  1. Open the QuickBooks Online mobile app.
  2. Select the Menu ≡ icon.
  3. Select Receipt snap.
  4. Select Receipt camera and snap a photo of your receipt or bill.
  5. Select Use this photo, then Done.

Note: Does your Android device make a beeping sound when you snap receipts? Here's how to turn it off.

You can use the QuickBooks Online mobile app to capture and upload receipts from your mobile device.

Note: If you haven't already, install the QuickBooks Online app for iOS or Android.

  1. Open the QuickBooks Online mobile app.
  2. Select the Menu ≡ icon.
  3. Select Receipt snap.
  4. Select Receipt camera and snap a photo of your receipt.
  5. Select Use this photo, then Done.
  1. Open the QuickBooks Online mobile app.
  2. Select the Menu ≡ icon.
  3. Select Receipt snap.
  4. Select the Camera icon and snap a photo of your receipt or bill.
  5. Select Use this photo, then Done.

Note: Does your Android device make a beeping sound when you capture receipts? Here's how to turn it off.

Note: Does your Android device make a beeping sound when you snap receipts? Here's how to turn it off.

Email receipts to QuickBooks

If you have a receipt or bill, you can also email your receipt or bill to QuickBooks Online. We’ll extract info from it and create a transaction for you to review.

You can also email your receipt to QuickBooks Online. We’ll extract info from it and create a transaction for you to review.



Step 2: Review, add, or match receipts

Now you've uploaded your receipts to QuickBooks. These are not in your books yet. You need to review, edit, add, or match those to existing transactions first. Here’s how.

After uploading your receipts and bills to QuickBooks, they are not yet included in your books. Before that, you need to review, edit, add, or match them with existing transactions. Here's how you can do it. 

On a web browser

  1. Go to Transactions, then select Receipts (Take me there).
  2. In the For review tab, you can review your uploaded receipts and bills. QuickBooks lets you know if it finds existing transactions in your books that match with your uploaded receipts or bills.
  3. Check the labels in the Action column to find out what steps you need to take next.

If there’s no record found

If QuickBooks can’t find an existing transaction that matches, you can create a new transaction from your receipt or bill.

  1. Select Review to make corrections or add missing info.
  2. Select Save and next.
  3. Select Create bill or Create expense.

If there’s one record found

It means QuickBooks found an existing transaction that matches your uploaded receipt or bill.

  1. Select Match to connect your receipt or bill to the transaction right away. Or, if you wish to review the transaction, select the dropdown▼ next to Match, then select Review.
  2. Make corrections or add missing info, then select Save and next.
  3. Review the potential match.
  4. Select Match to connect the receipt or bill to your existing transaction.

If there are two or more records found

  1. Select Review.
  2. Make corrections or add missing info, then select Save and next.
  3. Compare the potential matches, then select the correct bill or expense.
  4. Select Match to connect it to the receipt or bill.
  1. Go to Transactions, then Receipts (Take me there).
  2. In the For review tab, you can review your uploaded receipts. QuickBooks lets you know if it finds existing transactions in your books that match with your uploaded receipts.
  3. Check the labels in the Action column to find out what steps you need to take next.

If there’s no record found

If QuickBooks can’t find an existing transaction that matches, you can create a new transaction from your receipt.

  1. Select Review to make corrections or add missing info.
  2. Select Save and next.
  3. Select Create expense.

If there’s one record found

It means QuickBooks found an existing transaction that matches your uploaded receipt.

  1. Select the dropdown▼ next to Match, then Review. Or, select Match to connect your receipt to the transaction right away.
  2. Review the potential match.
  3. Select Match to connect the receipt to your existing transaction.

If there are two or more records found

  1. Select the dropdown▼ next to Match, then select Review.
  2. Compare the potential matches, then select the correct expense.
  3. Select Match to connect it to the receipt.

On an iOS or Android device

  1. Go to Menu ≡.
  2. Select Receipt snap.
  3. You can find the receipts and bills that are not in your books yet in the For Review tab.
  4. Review your uploaded receipts and bills. Check the label under the receipt or bill amount to find out what steps you need to take next.

If there are one or more records found

If QuickBooks finds one or more transactions that match with your uploaded receipt or bill, here’s what you can do.

  1. Select the receipt to view the transactions that match.
  2. Select the transaction you want to match the receipt or bill with.

If there’s no record found (no label under the receipt or bill amount)

When a receipt or bill doesn’t have a label under its amount, it means QuickBooks can’t find an existing transaction that matches with it. You can create a new transaction based on your receipt or bill.

  1. Select the receipt or bill.
  2. Create an expense or bill.

Tip: You can also swipe the receipt or bill to quickly add an expense or open bill to your books.

If the receipt or bill has missing info

This means QuickBooks can’t extract all the right information and needs more details before it creates an expense or bill.

  1. Select the receipt or bill to add details. 
  2. Select Save receipt or Save bill.
  3. Create an expense or bill.

Note: Go to the Reviewed tab to view all the receipts and bills you have added to your books. You can swipe right on a receipt or bill to undo it and move it back to the For Review tab.

  1. Go to Menu ≡.
  2. Select Receipt snap.
  3. You can find the receipts that aren't in your books yet in the For Review tab.
  4. Review your uploaded receipts. Check the label under the receipt amount to find out what steps you need to take next.

If there are one or more records found

If QuickBooks finds one or more transactions that match with your uploaded receipt, here’s what you can do.

  1. Select the receipt to view the transactions that match.
  2. Select the transaction you want to match the receipt with.

If there’s no record found (no label under the receipt amount)

When a receipt doesn’t have a label under its amount, it means QuickBooks can’t find an existing transaction that matches with it. You can create a new transaction based on your receipt.

  1. Select the receipt.
  2. Create an expense.

Tip: You can also swipe the receipt to quickly add an expense to your books.

If the receipt has missing info

This means QuickBooks can’t extract all the right information and needs more details before it creates an expense.

  1. Select the receipt to add details. 
  2. Select Save receipt.
  3. Create an expense.

Note: Go to the Reviewed tab to view all the receipts you added to your books. You can swipe right on a receipt to undo and move it back to the For Review tab.

On a web browser

  1. Go to Transactions, then select Receipts (Take me there).
  2. In the For review tab, you can review your uploaded receipts and bills. QuickBooks lets you know if it finds existing transactions in your books that match with your uploaded receipts or bills.
  3. Check the labels in the Action column to find out what steps you need to take next.

If QuickBooks can’t find an existing transaction that matches, you can create a new transaction from your receipt or bill.

  1. Select Review to make corrections or add missing info.
  2. Select Save and next.
  3. Select Create bill or Create expense.

It means QuickBooks found an existing transaction that matches your uploaded receipt or bill.

  1. Select Match to connect your receipt or bill to the transaction right away. Or, if you wish to review the transaction, select the dropdown▼ next to Match, then select Review.
  2. Make corrections or add missing info, then select Save and next.
  3. Review the potential match.
  4. Select Match to connect the receipt or bill to your existing transaction.
  1. Select Review.
  2. Make corrections or add missing info, then select Save and next.
  3. Compare the potential matches, then select the correct bill or expense.
  4. Select Match to connect it to the receipt or bill.

On an iOS or Android device

  1. Go to Menu ≡.
  2. Select Receipt snap.
  3. You can find the receipts and bills that are not in your books yet in the For Review tab.
  4. Review your uploaded receipts and bills. Check the label under the receipt or bill amount to find out what steps you need to take next.

If QuickBooks finds one or more transactions that match with your uploaded receipt or bill, here’s what you can do.

  1. Select the receipt to view the transactions that match.
  2. Select the transaction you want to match the receipt or bill with.

When a receipt or bill doesn’t have a label under its amount, it means QuickBooks can’t find an existing transaction that matches with it. You can create a new transaction based on your receipt or bill.

  1. Select the receipt or bill.
  2. Create an expense or bill.

Tip: You can also swipe the receipt or bill to quickly add an expense or open bill to your books.

This means QuickBooks can’t extract all the right information and needs more details before it creates an expense or bill.

  1. Select the receipt or bill to add details. 
  2. Select Save receipt or Save bill.
  3. Create an expense or bill.

Note: Go to the Reviewed tab to view all the receipts and bills you have added to your books. You can swipe right on a receipt or bill to undo it and move it back to the For Review tab.

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