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chabutna
Level 2

Receipt matching/receipt scanning with existing expenses in QBO

We have lots of receipts from things we purchase for our business every week. It's a real pain to use Quickbooks to find the matching transaction, open it, take a picture of the receipt, and then save it to the transaction. Doing it this way would take hours every week. I'm wondering if there's an app that will automatically match pictures of receipts to existing expenses in Quickbooks that have been imported from our bank feed.

 

For example, we go to the hardware store and buy something using a credit card that's linked in Quickbooks Online. We get a paper receipt. The transaction shows up in our Quickbooks bank feed. It would be nice to be able to simply snap a photo of the paper receipt, and have QBO automatically match it to the transaction in the bank feed (or to the approved expense after we categorize it).

 

Is there an app that allows us to do this? I tried Receipt Bank, Expensify, and AutoEntry, but they all create expenses when you take a picture of a receipt. I don't want to create an expense from the receipt. I just want to attach the picture of the receipt to an existing expense in QBO.

 

Any ideas?

9 Comments 9
AlexV
QuickBooks Team

Receipt matching/receipt scanning with existing expenses in QBO

Hello there, chabutna,

 

I'm here with some insights about receipt scanner. 

 

To automatically attach the picture of the receipt to an existing expense isn't available in QBO. To make it more convenient, you can use the QBO app to scan receipts cause it has a built-in scanner. You can attach a scanned receipt directly from QBO. Though, you still need to manually match the transactions since QBO doesn't recognize the text on the receipt.

 

Also, you can try contacting the third-party app support to see if they offer this feature.

 

Stay in touch if you have any other questions aside from this.

chabutna
Level 2

Receipt matching/receipt scanning with existing expenses in QBO

Thank you for your reply. Yes, I have used the QBO app to scan receipts and attach them to expenses. But like you said, you have to manually match them to expenses. That can take quite a bit of time every week. I'm looking for something automatic.

 

So if there's an app out there that does this, I'm very interested in finding it!

KhimG
QuickBooks Team

Receipt matching/receipt scanning with existing expenses in QBO

Thanks for the response, @chabutna.


Allow me to step in for a moment and direct you to the page where to find different third-party apps that integrate with QuickBooks.


QuickBooks syncs with over 400 popular apps. You can find all Intuit supported applications through the Apps menu or through this link: https://apps.intuit.com/app/apps/home.


Follow the steps below:

  1. Login to your QuickBooks Online account.
  2. Go to Apps from the menu tab.
  3. Type in the clue word of the specific app you're looking for.
  4. Click the magnifying glass to search.

 

The information I provided should help you find the right app with the function you need. 


If there’s anything else I can help you with, post a comment below. I’m always here to help. Take care!

chabutna
Level 2

Receipt matching/receipt scanning with existing expenses in QBO

Yep, I know how to look for apps. But I searched a few times and didn't find what I was looking for. I was using this forum to see if anyone knew of something I could use. Thank you for your reply.

HoneyLynn_G
QuickBooks Team

Receipt matching/receipt scanning with existing expenses in QBO

Hello there, @chabutna.

 

Community space is a public forum which entertains and encourage everyone (QuickBooks employees and users, accountants, developers, and others) to join in. We, the QuickBooks Team, don't recommend a specific application to our customers. 

 

For now, we can wait for other users to join us here and provide their endorsements. That way, you'll be subscribing to the right kind of product and service for your business size and needs.

 

I'm still here anytime you have additional questions or concerns with QuickBooks Online. You can reach out by posting a response below.

valprice1
Level 5

Receipt matching/receipt scanning with existing expenses in QBO

Hi, HoneyLynn_G,

I understand there is a new QBO feature in beta testing to email receipts to QBO and have them pre-entered with the vendor, date, amount, etc., similar to apps like Receipt Bank.  Do you know the status of this feature and when it might come out of beta testing?

HoneyLynn_G
QuickBooks Team

Receipt matching/receipt scanning with existing expenses in QBO

Thanks for mentioning my name, @valprice1.

 

Approved and supported applications for QBO are found on our App Center. Since each businesses needs are different, we don't recommend or advertise any application to our users. You can scan through the app list to select the appropriate one for the size and needs of your business.

 

Meanwhile, all the QBO updates and current beta testings are posted on our QuickBooks Blogsite. You can visit the link for notifications.

 

That's it. If there's anything else you need or you have other QBO questions or concerns, just leave a comment below. I'll be here for you.

 

user15770
Level 1

Receipt matching/receipt scanning with existing expenses in QBO

Hi - I'm trying to match my receipts that I have receipt snapped to transactions but have no idea how! Please help!

Rasa-LilaM
QuickBooks Team

Receipt matching/receipt scanning with existing expenses in QBO

Thanks for dropping by the Community and joining this thread, user15770.


I’ll guide you through the steps on how to match the snapped receipts to your transactions in QBO. Let’s go to the Banking menu to accomplish this task.


Before matching the receipts, make sure they’re already added in QBO. There are different methods on how to do this. Check out this article for detailed instructions and choose the one that’s convenient for you: Capture and categorize expense receipts and bills.

 

When you’re ready, let’s go ahead categorize and match the entries. Here’s how:

 

  1. Tap the Banking menu on the left panel and choose Receipts.
  2. This will show all the transactions.
  3. From there, select a bill or receipt to see more details.

 

If you see the Review option, click on it to make corrections or add the missing information. Once done, you can classify the entries. Follow the step that best suits your situation.

 

  • If you see Match in the Action column, it indicates that QuickBooks thinks it matches a transaction you already entered. Review the Linked Record, this is the potential match. Select Match to connect it to the uploaded expense or bill so QuickBooks doesn't record duplicates.
  • If you know there isn't a matching transaction, create a brand new expense or bill from the image. Go to the Expenses menu and select the Expenses tab. Select New transaction and then Expense. Create a new expense and attach the receipt or bill image.
  • If there are multiple matches, select Review. Compare the potential matches and select the correct matching transaction.

 

For future reference, this guide provides a breakdown of the steps on how to send your receipts and bills to QBO. It includes a link about classifying transactions: Email receipts and bills.


Stay in touch if you need help when working in QuickBooks. I’ll be more than happy to assist further. Wishing your business continued success.

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