How do we give access for our employees to submit receipts via the app and online time for payroll only

Hello there, shelly18.

You can add your employees to your account as a standard user so they'll get to upload receipts and track their time for payroll without giving them access to your reports and other financial information. However, there are limitations when adding users depending on your subscription. Let me guide you how.

1. Go to the Gear icon, then select Manage Users.
2. Select Add user.
3. Choose Standard user in the Select user type window, then click Next.
4. Select None under How much access do you want this user to have? section, then click Next.
5. In the Time tracking setting window, select Yes in the Do they need to submit their own time sheets? section.
6. Select the employee name from the employee and vendor list drop-down, then click Next.
7. Under the Select user settings window, select No in all sections, then click Next.
8. Enter employee's First name, Last name, and Email, then click Save.

Please know that time tracking is currently unavailable in the QuickBooks Online mobile app. Your employees needs to log in to the web version to use this feature.

Once done, have your employees accept the invitation and log in to QuickBooks. Additionally, please inform them to install the "QuickBooks Accounting: Invoicing and Expenses" app on their phone to scan a receipt.

While you'll also have the option to add your employees using the Time tracking only feature which allows you to add an unlimited number of users. However, the option to upload receipts is unavailable.

To learn more about timesheets and T-sheets in QuickBooks, kindly visit this helpful article below which contains steps on how you can start, add access, and enter approve timesheets: Timesheet setup: QuickBooks Online and TSheets.

If you wish to know the different user types and levels of access in QuickBooks, the Manage users in QuickBooks Online article will provide you with complete information. This also contains helpful links related to your concern.

Please let me know if you have other concerns about managing your QuickBooks users. I'm just around to help.

Thank you for the information, however I was so excited to see that the option was there to allow receipts to be added with the app.  However, I was soon to be disappointed when we found out employees would not have that access to download them from their phone.  It would have been VERY helpful to provide to our sales/project managers whom are on the road constantly and have numerous receipts to reconcile.  It would be beneficial I think to ALL companies to provide employees with that access to upload receipts and not allowing them total access to reports and financial, but providing that information to the accounting departments.  I hope this becomes an update in the near future.

We appreciate your feedback about the limitations in the user access, shelly18.

I'll definitely forward them to our product engineers so they can review what you've shared. Most of our product updates are actually based from the comments and suggestions shared here in the Community. 

You might want to consider using TSheets at the moment or look for a third-party time-tracking application that can be integrated in QBO. Just go to the Apps menu and proceed to the Find Apps tab.

I'll be around to offer my help again if you need anything else.

@shelly18 

We have to find yet any app for receipt and time tracking in single product. You may start to explore from this app for Time Tracking and Scheduling, and sync it with your QBO.

https://buddypunch.grsm.io/quickbooks

Adding this type of user does not give him access to scan upload receipts, so i don't know what exactly you tried to explain here.

Good day, corneliu01.

I'm here to assist you in giving access to your employees.

The user should be at least a Standard user with Vendors permissions before they can use the Receipts feature.

Aside from uploading the receipts through the mobile app, they can also send it through email. To do this, make sure that the user has the same level of access as stated above. Then, you can follow these steps and make sure to use a browser to activate it:

1. Go to the Banking tab and select Receipts.
2. Click Manage senders.
3. Locate the user you'd like to activate and turn it on. Hit Done to save it.

They'll have to send it to [email address removed] using the user's registered email. The receipt will be uploaded automatically into the account. I have here the articles you can check to learn more about this feature:

• Add, delete, or change user access

• Email receipts and bills to QuickBooks Online

Please leave a comment again if you need anything else. Have a great day!

so you have to add each employee as a user to give them the ability to record receipts through the mobile app?

Hello, do you need to have the Payroll application in QBs to allow employees to submit receipts or is there a way to activate that function without the Payroll application?

Hello there, KJordan7306. Thanks for joining here.

Yes, you're correct that employees can submit receipts in the program without the Payroll application. Let's ensure to have your employees the right access. To do it, you can follow the steps provided by my colleague Rea_M above or go through with the same steps below:
 

1. Open your QuickBooks Online account and go to the Gear icon.
2. Select Manage Users under Your Company.
3. Within the Users tab, click the Add user button.
4. Choose Standard user in the Select user type window, then click Next.
5. Select None under How much access do you want this user to have? section, then click Next.
6. In the Time tracking setting window, select Yes in the Do they need to submit their own time sheets? section.
7. Enter your employee's name and click Next one more time.
8. Enter employee's First name, Last name, and Email.
9. Then, click Save.

Let them know that they'll need to accept the invitation so they can submit receipts with you. Here are some articles that you can  visit every time you need additional information about managing users in your account:

• Learn about usage limits and what your best options are if you reach one.
• User types and user permissions in QuickBooks Online. 
• Learn how to set up  timesheets in QuickBooks Online.

Let me know if you have other questions. Take care and have a good one!

@KJordan7306 

You may need an expense management app.

Does this really give the employee access to upload receipts?  I am setting up the employee as listed, but they still don't have access to upload receipts from the mobile app.  Is there any solution to this issue?  

Welcome to the QuickBooks Community, denskate. I'm happy to provide some insight into this for you. If you have added your employee as a Standard User with no limitations to Vendors then yes the user would have access to enter receipts. If you have done this and still experiencing issues, I recommend connecting with our Support Team. They have the tools to investigate this matter more in-depth and escalate it if necessary. Here's how to contact support:

1. Go to the Help menu.
2. Hit the Contact Us button
3. Enter "callback" in the "What can we help you with?" section.
4. Select "Let's Talk"
5. Pick the "Get a call" option to connect with us.

You can check out his article to learn about usage limits in QuickBooks Online. The Community has your back, so please let me know if you need any additional assistance. I hope you enjoy your day. Be safe and take care.