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Email receipts and bills

by Intuit•297• Updated about 19 hours ago

Learn how to email your expense receipts and bills to get them into QuickBooks Online.

Forward images of your expense receipts and bills toQuickBooks. We’ll extract info like dates and amounts to populate the transaction. Then you can edit the receipt, add it to an account, or match it to an existing transaction in the Receipts (Take me there) menu.

You’ll also have the receipt on file for tax time.

Tip: If you'd like your employees to upload and submit their receipts for expense claims, consider upgrading to QuickBooks Online Advanced. You can review their expense claims and record the transactions that match. This isn't included in your current subscription.

Note: There are two types of user views in QuickBooks Online. Make sure you’re on Business view so you can follow these steps.

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

What you’ll need

  • An active QuickBooks Online subscription 
  • Standard user permissions with Vendor access at a minimum, to send documents.
  • Photos of each receipt or bill you want to upload in PDF, JPEG, JPG, GIF, or PNG format.
  • A custom email forwarding address at @assist.intuit.com

You can only register one email per user for your company. You can change it as part of your Intuit information.

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Accounting, then Receipts (Take me there).
  2. Select Forward from email.
  3. In the Enter email address field, create a customized email address. It will have @assist.intuit.com at the end.
    Note: If you want to update the email address later, go to the Your forwarding email section, then select Update. Enter a new email address and select Confirm change.
  4. When you're ready, select Next.
  5. Confirm that it's correct and then select Looks good.
  6. Select Done.

Note: If you use Gmail, you can automatically send incoming bills and receipts to the QuickBooks forwarding address you’ve created. If you have a Gmail address with a + sign in it, you may not be able to register your email address. Learn more on the Gmail help center.

You can give standard users permission to forward receipts. Here’s how.

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Accounting, then Receipts (Take me there).
  2. Select Manage forwarding email.
  3. Turn on the toggle for each user you want to give permission to forward receipts and bills, then select Close.

Forward images of receipts and bills to QuickBooks

When you get your receipts and bills, take a picture of it and send it to us. Here’s how.

  1. Take a picture of your bill or receipt on your mobile device.
    Note: The photo's file type must be a pdf, jpeg, jpg, gif, or png.
  2. Make sure each image or file contains only one receipt.
  3. Email the image to your custom email address @assist.intuit.com. It may take a few minutes to send.
    Note: You can send multiple receipt images in one email. The email attachment's file size must be between 46KB to 20 MB.

We'll take care of the rest. QuickBooks automatically pulls dates, amounts, vendor, and last four digits of the credit card from the image.

Next steps

Review and categorize your uploaded documents in the Receipts tab. Add them to your accounts or match them to existing transactions.

Related links

QuickBooks LedgerQuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple StartQuickBooks Solopreneur