uploading vendor invoices

Hello, airplus2.

Yes, there is! Let me share the steps on how you can upload vendor bills to QuickBooks Desktop (QBDT).

Though your vendors can't directly upload their bills, you can do it by yourself. You can email PDFs or images of your bill to your QBDT company file. Please note that you can only have one bill per page for PDFs.

Let's start by creating a custom email address. Before we proceed, if you already made a customized email ID through upload receipts, you don't need to make a new one.

Here's how:

1. In QBDT, go to the Vendor menu, then select Upload and Review Bills.
2. Choose the Intuit Account you use for the company file.
3. Click Email bills.
4. Choose a custom email address you’ll email bills to. It’ll end in @qbdesktopdocs.com, then tick Create.

Once done, you can now proceed to the next steps (2 and 3) by going to the Email your bills to QuickBooks Desktop section on this article for further guidance: Upload bills to QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

Once you're ready to pay the vendor bills, refer to these articles for future reference:

• Pay bills in QuickBooks Desktop.
• Pay bills online from QuickBooks Desktop.

Please let me know if you have follow-up questions about this or anything else. I'm more than willing to assist. Stay safe.

i do not see a (email bills) option.  I do have a (send bills) option.  once i select (send bills) a window pops up to create a custom email address.

I have entered in a custom name many times, but i keep receiving an error message, which is - 

(Something's not right.  We're unable to complete your request at the moment.  Try again later). 

the system will not let me create an email account. 

Hi there, @airplus2. Let me help and make sure that you have uninterrupted experience when creating a custom email address.

The error message you received suggests that there might be an issue with the system or network connection. You'll need to update to the latest release of QuickBooks Desktop.

Here's how:

1. Open QuickBooks Desktop and go to the Help menu.
2. Select Update QuickBooks Desktop.
3. Go to the Update Now tab. Tip: You can select the Reset Update checkbox to clear all previous update downloads.
4. Click Get Updates to start the download.
5. Once done, accept the option to install the new release.

For more info about the process, please see this article: Update QuickBooks Desktop to the latest release.

Then, run the Verify and Rebuild Data within your company file to fix the error and other issues you're experiencing in QBDT.

1. Go to the File menu.
2. Select Utilities.
3. Click Verify Data. Then, select OK to close all windows.
4. Then, go back to the File menu.
5. Select Rebuild Data under Utilities.
6. QuickBooks will ask to make a backup before rebuilding your company file, select OK.
7. Once the rebuild is done, click OK.

Also, to further help you in updating your QBDT, you can always reach out to our Customer Care team. Our live support operating hours are from Monday to Friday 6 AM to 6 PM Pacific Time. 

Please reach out to me if you have any other questions about updating your QuickBooks. I'm always here to lend a hand. Thanks for dropping by. 

Let me know how this goes by leaving a comment below. I'll be here to check on your response. Take care and enjoy your day.

Hello there!

I have set up to receive invoices in the qbdesktopdocs email.  However, the emails are going to the "for review" section because the error message is saying "NO MATCHES FOUND".  Does the vendor name I have in my qb vendor section have to be EXACT to what is listed on the invoice coming from the vendor and not the shortened I have in my qb vendor menu? For example the company "Timbuktu Valley Hardware" is what comes from the vendor but in my vendor list only says "Valley Hardware". 

Hello, @Patience. I want to express my gratitude for your participation in this discussion and for raising your concern regarding vendor transactions that show a match not found error. Allow me to provide some insights on how to successfully match these transactions.

In QuickBooks Desktop, when you set up to receive invoices via email, and they end up in the For Review section with a NO MATCHES FOUND error, it is likely due to a mismatch between the Vendor list entry and the name on the invoice received from the vendor.

In your situation, when generating invoice transactions for your vendors, it's essential to ensure that the information matches what is listed in your vendor menu. By doing so, you can effortlessly reconcile and match all the transactions in the For Review tab.

 In case you need to edit a vendor name, follow the steps below:

1. Go to the Lists menu.
2. Select Add/Edit Multiple List Entries.
3. Choose Vendor from the List dropdown.
4. In the View dropdown, select either All Vendors or Active Vendors.
5. Change the vendor's name directly under the Vendor name column.
6. You can also click any field to change other information for that specific vendor.
7. Once done, hit Save Changes.
   
   

For your reference, you can read this article for more details: Add and edit multiple customers, vendors, and items.'

To gain a better understanding of how to match bank transactions and successfully reconcile accounts in QuickBooks, I recommend opening the following articles for your reference:

• Add and Match Bank Feed Transactions
• Reconcile an account in QuickBooks Desktop

 Please do not hesitate to reach out to me here if you have any further inquiries or require additional assistance with vendor and bank transactions. I'm here to help. Take good care.

Does the email have to match also? The email they use to send their invoices to us is a generic no-reply email vs the more personalized email we have in our QBO system. Could that also cause confusion? I changed the name as you gave instructions for and they are still going into our receipt management screen instead of the upload bills screen as well as still saying no matches found.  So this has turned into a four to five part step process from how we used to just enter directly from our email. Currently this appears to be more work and not as time-saving as I was hoping for. 

I know you're putting so much effort and time into resolving your concern, @Patience. I'll ensure you get routed to the right direction of support to sort out this issue with your invoices.

Beforehand, I appreciate you for following the steps provided by my colleague above. Since the issue persists on your end after performing the process, I recommend reaching out to our Customer Care Support Team. 

Here's how: 

1. Go to the Help menu, then select QuickBooks Desktop Help.
2. Select Contact Us.
3. Please briefly describe your issue, select Continue, and choose a way to connect.

They have the tools to investigate your concerns and help you find a possible resolution.

I have an article to help you account for customer payments: Take and process payments in QuickBooks Desktop.

On top of that, we have various reports that we can pull up to help you track your business:

• Understand reports
• Customize reports in QuickBooks Desktop

Please let me know if you need clarification about managing invoices or other transactions in QBDT. I'll be standing by for your response.

I am new to vendor invoice uploading and I have 2 questions.

1. Why doesn't the invoice number auto-populate?

2. Why can't I change from a bill to a credit for credit invoices?

Does anyone know the answers to these questions?

Thanks!!

I've got answers to your queries, lirpa1212. Let me address it in detail below.

Regarding your first concern, please know that uploading your vendor invoices will not auto-populate their number automatically.

With your second question, converting a vendor bill into a vendor credit is also unavailable when uploading them into your QuickBooks Desktop (QBDT).

For now, I recommend manually entering your bill numbers and recording vendor credits to the program. You may visit these articles below to learn more about this feature: 

• Upload bills to QuickBooks Desktop Pro Plus, Premier Plus or Enterprise
• How to upload bills to QuickBooks Desktop

Additionally, you can check out this article to personalize the ready-made reports that outline the current state of spending and accounts payable for your business: Customize vendor reports.

Please reach out again if you have any other questions about uploading bills in QBDT. Just add your reply below, and I'll surely get back to help you further.

Thanks Kevin. I think these two features should be added, can you work on that for me?! 

On behalf of my colleague Kevin, you're most welcome, lirpa1212.

I'm thrilled to share that numerous features have been inspired by customer feedback, including yours.

We can start working on these functionalities by asking you to send your suggestions directly to our product developers. This enables them to review the options and can consider incorporating them into a future update.

Here's how:

1. Go to the Help menu on the upper right side.
2. Select Send Feedback Online and choose Product Suggestion.
3. Type your comments in the box.
4. Click Send Feedback.

Please notify me if you have more questions about handling bills or other concerns. It's my pleasure to help you.

Hello,

I have run into another issue. Whenever I upload invoices and the amount ends in a zero, like $179.70, the system is dropping the zero off the end, then when it enters the amount it changes it to $179.07.

See attachments...

How do we correct this?

Thanks,

[Removed]

Let's work together to ensure the correct amount in your uploaded bills will show in QuickBooks Desktop (QBDT), lirpa1212.

QBDT removes zero decimals in uploaded bills due to the design feature where zero amount lines are not displayed to avoid confusion in reports.

As a workaround, I recommend manually adjusting amounts after uploading bills to ensure they display the desired formatting.

Regarding the digits interchanging, you can run the Verify and Rebuild Data utility in the system. The tool scans data issues within the company file and self-resolves them.

Follow the steps below on how to verify data:

1. On the top menu, click File.
2. Choose Utilities.
3. Select Verify Data.
4. Click OK if QuickBooks detected no problem with your data.
5. If Verify finds an issue with your data, you'll be prompted to Rebuild Now or View Errors.
6. Click Close or View Errors and take note of the specific error message.

Next, here's how to rebuild data:

1. On the top menu, click File.
2. Choose Utilities.
3. Select Rebuild Data.
4. Click OK if you receive a prompt to back up your company file.
5. Click OK if Rebuild has been completed, and proceed to the next step.
6. Run Rebuild Data again to make sure there's no error.

I'm only a post away if you need more help in completing your other tasks in QuickBooks. It's always my pleasure to help you out again.