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Upload your receipts to QuickBooks Online

by Intuit•715• Updated 1 week ago

Learn how to upload your receipts to QuickBooks Online.

Save time on tracking and recording your receipts from vendors. You can upload them to QuickBooks Online from your computer or mobile device, or even from your email account.

After you upload your receipt, QuickBooks extracts info from it and creates a transaction for you to review. Then, you can edit the receipt, add it to an account, or match it to an existing transaction in the Receipts tab.

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.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

To watch more how-to videos, visit our video section.

Step 1: Upload receipts to QuickBooks

There are several ways to add receipts. Follow whichever you prefer.

Note:

  • We don’t recommend uploading receipts with sensitive or personal info, like credit card numbers and government identifiers.
  • QuickBooks supports PDF,  JPEG, JPG, GIF, and PNG images. If you have a newer iPhone or iPad, your images might be in the HEIC format. You can convert HEIC images to a compatible format.

Upload receipts from your computer or Google Drive

  1. Sign in to QuickBooks Online. 
  2. Go to Transactions, then Receipts (Take me there).
  3. Select Upload from computer or Upload from Google Drive.
    Note: Each image or file should only contain a single receipt.

Snap a photo of your receipt on your mobile device

You can use the QuickBooks Online mobile app to capture and upload receipts from your mobile device.

Note: If you haven't already, install the QuickBooks Online app for iOS or Android.

  1. Open the QuickBooks Online mobile app.
  2. Select the Menu ≡ icon.
  3. Select Receipt snap.
  4. Select Receipt camera and snap a photo of your receipt.
  5. Select Use this photo, then Done.

Note: Does your Android device make a beeping sound when you capture receipts? Here's how to turn it off.

Email receipts to QuickBooks

You can also email your receipt to QuickBooks Online. We’ll extract info from it and create a transaction for you to review.

Step 2: Review, add, or match receipts

Now you've uploaded your receipts to QuickBooks. These are not in your books yet. You need to review, edit, add, or match those to existing transactions first. Here’s how.

  1. Go to Transactions, then Receipts (Take me there).
  2. In the For review tab, you can review your uploaded receipts. QuickBooks lets you know if it finds existing transactions in your books that match with your uploaded receipts.
  3. Check the labels in the Action column to find out what steps you need to take next.

If there’s no record found

If QuickBooks can’t find an existing transaction that matches, you can create a new transaction from your receipt.

  1. Select Review to make corrections or add missing info.
  2. Select Save and next.
  3. Select Create expense.

If there’s one record found

It means QuickBooks found an existing transaction that matches your uploaded receipt.

  1. Select the dropdown▼ next to Match, then Review. Or, select Match to connect your receipt to the transaction right away.
  2. Review the potential match.
  3. Select Match to connect the receipt to your existing transaction.

If there are two or more records found

  1. Select the dropdown▼ next to Match, then select Review.
  2. Compare the potential matches, then select the correct expense.
  3. Select Match to connect it to the receipt.
  1. Go to Menu ≡.
  2. Select Receipt snap.
  3. You can find the receipts that aren't in your books yet in the For Review tab.
  4. Review your uploaded receipts. Check the label under the receipt amount to find out what steps you need to take next.

If there are one or more records found

If QuickBooks finds one or more transactions that match with your uploaded receipt, here’s what you can do.

  1. Select the receipt to view the transactions that match.
  2. Select the transaction you want to match the receipt with.

If there’s no record found (no label under the receipt amount)

When a receipt doesn’t have a label under its amount, it means QuickBooks can’t find an existing transaction that matches with it. You can create a new transaction based on your receipt.

  1. Select the receipt.
  2. Create an expense.

Tip: You can also swipe the receipt to quickly add an expense to your books.

If the receipt has missing info

This means QuickBooks can’t extract all the right information and needs more details before it creates an expense.

  1. Select the receipt to add details. 
  2. Select Save receipt.
  3. Create an expense.

Note: Go to the Reviewed tab to view all the receipts you added to your books. You can swipe right on a receipt to undo and move it back to the For Review tab.

QuickBooks Online AdvancedQuickBooks Online App for AndroidQuickBooks Online App for iOSQuickBooks Online EssentialsQuickBooks Online Plus

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