Capture receipt for desktop entry

Hello there, Susan607.

Let me share details about managing receipts in QuickBooks Desktop (QBDT).

Beforehand, may I know what QuickBooks version you have? Any information can help us resolve the problem.

In QBDT for Mac 2022 and the latest version, we can directly upload the receipt into the program for easier categorization, matching, and transaction addition. You can import it as a PDF or an image.

Here's how:

1. Go to the Vendors menu.
2. Select Receipt Management.
3. Tap +, then select Upload Receipts or Scan.
4. Browse and pick receipts, then click Open.

Once done, you can add or match them in the system using the procedures in Step 2 found at this link: Manage receipts in QuickBooks Desktop Mac 2022.

If you're using QBDT for Windows, you can upload the receipt from the mobile app to QuickBooks Pro, Premier, or Enterprise subscription. QuickBooks will then pull the information from the receipt, match it with an existing transaction, and allow you to review and approve the match.

Additionally, I've added these articles that you can use when managing your bank entries in the system:

• Add and match Bank Feed transactions
• Create rules to categorize transactions

Let me know if you need more assistance managing the receipts in QuickBooks. The Community and I will be here to help you. Take care.

Hello Maybelle,

Thank you for your rapid response.  I am using Mac Desktop 2023 V22.0.5 R6 Build 724

I've added a new client to my practice who uses 3rd party software, Expensify, to capture/record receipts and to bill his customers. He has QB used by his prior bookkeeper for statement generation and for tax purposes.

This has led to a mess of duplicate entries being posted to his QB accounts when the Expensify feed it connected to QB for import.  I would like to eliminate the 3rd party software but at the same time allow him to control his ability to bill his customers without being thoroughly versed in ins and outs of QB.

I believe he has QB 2022 for PCs and would like to stay with Pro version and not online.  Can you let me know if QB has a mobile version which can essentially duplicate what he is using Exensify for?

Much appreciated, -Susan

Does this work for QBDT Premier 2022 or 2033?  

Welcome to the Community, @ds5001ds!

You can capture and upload receipts using QuickBooks Desktop (QBDT) Premier 2022 and newer versions. Once you upload a receipt, QB matches the information with an existing transaction. You can then review and approve the match. I'd be glad to guide you through the process.

To ensure the security of your sensitive information, please avoid uploading credit card numbers, social security numbers, or health information.

Here's how you can upload PDFs or images of your receipt. If you're using PDFs, you can only have one receipt per page.

1. Go to Vendor and select Receipt Management.
2. Choose the Intuit Account you use for the company file. If you don't have permission to access the company file or your account isn't associated with one, here's what to do.
3. Drag and drop your receipts into QB or click browse to upload, then select your receipts.

Once you upload the expense receipts in QBDT, they'll appear in the For Review tab. You can review, edit, match, or add transactions to the register from there. Here's how:

1. Go to Vendor, then Receipt Management.
2. Select the Refresh icon under the For Review tab to view your receipts.
3. Click the small arrow from the receipt, then choose Review.
4. If the receipt matches the transaction, select Attach. If the match is incorrect, choose Remove match, then create a new transaction.
5. Hit OK.

Just in case you want to email sales forms, invoices, and statements in QBDT, you can refer to this article for guidance: Email sales forms, invoices, and statements in QuickBooks Desktop.

Feel free to reply to this thread if you have other concerns besides uploading your receipt to QBDT. I'm always available to help.

Are there 2 mobile apps, one fro QB online and one for QBDT?  And if so does the QBDT work for Macs & PCs?

Thank you for your help with this.

 Hi there, Susan.

I am here to answer your inquiries regarding the mobile application that QuickBooks offers.

Yes, there are two mobile apps – One for QuickBooks Online (QBO) and one for QuickBooks Desktop (QBDT) for Windows. Moreover, the QBDT mobile app is unavailable.

The QBDT mobile app for Windows is designed to upload and capture receipts and bills to automate entries. However, it does not provide full accounting functionality like the QBO mobile app.

You can read these articles that discuss about QuickBooks mobile app features:

• QuickBooks Online app overview
• How to use the QuickBooks Mobile App
• How to download the QuickBooks Online mobile app

Don’t hesitate to ask more questions if you have other concerns with the QuickBooks mobile app by leaving a comment below. I’ll be here to assist you at any time. Have a good one!

jeanbiverly:

Just a follow-up question to your reply in this topic - uploading, scanning PDFs into QBDT is NOT the same

as "Importing" them, correct?

In other words, there are Apps available out there to import receipts that replaces the manual entry of the data into the "Enter Bills" or Write Checks, method, depending how one chooses to do this task.  But, if I'm not mistaken,  the process you are explaining is the one to add a document to QBDT, to support a transaction already entered.  Correct?

I've tried Apps to Import data on receipts without success.  I'm curious if what you are speaking of here is something entirely different?

Thanks for your response.

Hi Victoria,

You're correct. Uploading receipts is the same as importing data to support a transaction already entered. I'm here to share more information about it.

The system allows you to import receipts to reduce the need for physical storage. Thus, streamline your accounting processes and provide valuable documentation for your business.

As for an application, we're unable to recommend one. However, you may visit our Apps page so you can explore the best app that suits your company's needs.

Moreover, you can check this article that talks about uploading receipts: Upload receipts to QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

I'm always around whenever you have concerns about uploading receipts.