Credit card controls and tracking for business cards

Hello there, @Lindsaykae3. Welcome to the Community.

I'm here to ensure you're able to keep track of all your credit card purchases via receipts in QuickBooks Online (QBO). This way, you can effectively monitor your business expenses and make sure your books are updated.

You're able to upload receipt images from your computer's hard drive, capture and send them from your mobile device, and even email images to QuickBooks. Based on your scenario above, you may utilize the email forwarding feature in QBO. With this, you can email your receipts or bills to QuickBooks. Then, we'll start a transaction for you based on the info in the image. All you have to do is categorize them from the Receipts tab.

Before we start, please know that only the Admin users can be added to the email forwarding feature. Then, you can only register one email address per user for your company. Once ready, you'll first have to customize an email address to forward your receipts to. Here's how:

1. Go to the Banking menu.
2. Select the Receipts tab.
3. Click Customize email.
4. Create a customized email address. It will have @qbodocs.com at the end.
5. When you're ready, select Customize email and then Confirm. Note: Once you claim an email address, you can't change it.
6. On the last screen, select the users who are allowed to forward emails to your new email address.

Once done, you're set to forward images of your credit card receipts to QuickBooks. Make sure the photo is using supported file extensions (i.e., pdf, jpeg, jpg, gif, or png). You can learn more about this through this article: Email receipts and bills to QuickBooks Online (Step 2). It also includes notes on managing users and addresses using the feature.

Once emailed, you'll have to categorize the receipts to the appropriate expense account from the Receipts tab. You can also match them to the existing entries or downloaded credit card transactions in QuickBooks. For the step-by-step guide, you can refer to this article's Step 2: Categorize, review, or match receipts and bills section: Capture and categorize expense receipts and bills in QuickBooks Online.

Also, I'd recommend reconciling your credit card accounts every month. This way, you can manage your expenses and monitor the growth of your business. Check out this article for the detailed steps: Reconcile an account in QuickBooks Online.

Let me know how it goes in the  comments below. If you have other concerns about managing your credit card purchases in QBO, I'm just around to help. Take care always.

@Lindsaykae3 

As another option, you may utilize a bookkeeping app to manage those receipts and integrate them with your QBO accounts. Your team may scan with any TWAIN-compliant scanner, snap a picture using the mobile app, email, or drag and drop documents into the app and the OCR feature will turn your paper document into usable, keyword-searchable data. You can categorize, split, add, and edit line items for any matched receipt.

Hello -

I am also interested in clarifying more details on this exact topic.  My boss is the Admin and I am responsible for matching the credit card receipts to the charges yet trying to find the most efficient way of doing this since we have roughly 12 employees with credit cards.  Would my boss "the Admin" need to create the customized email address and is this customized email strictly for receipts since that is the tab it is being setup under?  Employees are all provided the new email to send pic of receipts?  Assuming they can take multiple pics and then tag them all to attach to the email they are sending?  Next, assuming he would somehow have to provide access to me for capturing those emailed receipts?  If the employee is sending multiple receipts at one time will they need to be saved individually somewhere on the computer in order to get them into QB?  I guess this is where I get a little lost?  Please provide further details.  Respectfully, BCGAdmin

Thank you for joining the thread and sharing your concerns, @BCGAdmin. Allow me to share some thoughts with each of the details you need.

First, an admin would still create a custom email address exclusive for forwarding receipts.

Here's how:

1. Go to the Banking menu or Transactions menu.
2. Select the Receipts tab.
3. Select Forward from email.
4. In the Enter a custom email field, create a customized email address. It will have @qbodocs.com at the end.
5.  Note: If you want to update the email address later, go to the forwarding email section, then select Update. Enter a new email address and select Confirm change.
6. When you're ready, select Next.
7. Confirm that it's accurate and then select Looks good.
8. Select Done.
   
   

Next, a user can capture an emailed receipt in QuickBooks Online.

Here’s how:

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. 
   
   

If the employee is sending multiple receipts at one time, it can be saved in the Receipt tab where you can also review and categorize them into the correct accounts. I’ve provided a screenshot below for reference.

In addition, I've got this helpful resource to guide you further on how to upload and email receipts and bills in QuickBooks Online (QBO).

Stay in touch if you have any other questions or concerns. I’ll be right here to answer them for you. Enjoy the rest of the day.