Request more information on a transaction

Sometimes you need more info on what a transaction was for. Now you can request details and files directly from any transaction. Save time getting the info you need from your team, all in QuickBooks.

Overview

In this video, we’ll walk through how to create a request directly from a bank transaction, send it to a team member to collect missing details or receipts, review responses as they come in, and then use that information to confidently categorize and complete the transaction. That way, you can keep things moving and avoid getting blocked by missing information.

Requests for more information is available across QuickBooks Online. It enables communication in QuickBooks between an accountant and clients. It helps your accounting team quickly gather receipts and other necessary information about specific transactions.

This feature also includes Intuit Intelligence, which checks client responses and asks follow-up questions within a few seconds if more info is needed.

Before you start: one-time consent

The first time someone at your company uses Requests, your QuickBooks admin gives a one-time consent to turn it on for your team. If you don't have the right permissions to provide consent, you'll see a message asking you to contact your admin.

Start a request for more info

Step 1: Select the transaction(s) you want

• For multiple transactions: Check the boxes for any number of transactions you have the same questions for. Then select Request more info in the banner that appears on screen.
• For a single transaction: Select the + icon in the Requests column. It has an icon in the header that looks like a chat icon. The Suggested by AI icon appears in the Requests column when QuickBooks recommends gathering more information in order to categorize a transaction correctly.

Add contacts

QuickBooks users at your company show up automatically as contacts you can send questions to. You can also add someone who doesn't have a QuickBooks login, like an office manager who handles receipts, as a collaborator.

1. Open the Requests page.
2. Go to Settings → Manage contacts → Add contact.
3. Enter their first name, last name, and email.
4. They'll get an email invite to sign in to or create a free Intuit account so they can respond from the Client Portal.

Collaborators don't count toward your QuickBooks user limit and don't have access to QuickBooks. They can only respond to requests in the Client Portal.

Assign questions to specific people

To route a question to a specific contact, turn on Request Assignment in your Requests Hub settings. Then when you create a request, select the contact you want to assign it to from the people icons in the conversation dialog.

When Request Assignment is on, each person sees only the requests assigned to them, plus unassigned ones. The primary admin sees everything.

Your team members will receive an email and they’ll be asked to provide additional info via Intuit Assist.

Step 2: Fill out the request

Once you start a new request, a window displays for you to add the type of info you're looking for.

1. Select one of the default requests or add your own question.
2. Select Add request to list to add the transaction to the requests list. Or, select Add and post to post the transaction while also adding your request to the list.

Step 3: Send the request

Requests get added to your requests list before they're sent to anyone. This way your recipient only needs to reply to these from one single link instead of multiple at a time. To send pending requests:

1. Go to All apps , then Accounting, then Bank transactions (Take me there).
2. Select the Requests button. This opens your list of requests.
3. On the New tab, check the boxes for any that you're ready to send.
4. Select Send requests and select who to notify. Your recipient receives an email with a link to reply from the Client Portal.

Reply to a request for more information

Replying to a request for more information is designed to be quick and efficient. If you get a request for more information, here's what to do.

1. Select the link in your email. If you're a QuickBooks user, you'll be signed in to the Client Portal automatically (or asked to sign in to your Intuit account). If you're a collaborator using Requests for the first time, you'll be asked to create or sign in to a free Intuit account.
2. Answer the question or upload any documents requested. You may need to send the link to yourself so you can upload receipts you have stored on another device.
3. Intuit Intelligence checks your response and asks follow-up questions within a couple of seconds if more info is needed.

Send a question to your accountant

You can also start your own questions for your accountant from QuickBooks or the Client Portal.

1. Open the Requests page and select the Questions from me tab.
2. Select + New message.
3. If you work with more than one accounting firm, select a firm from the To dropdown.
4. Type your message. You can also attach a file.
5. Select Send.

Your accountant gets an email and will reply in the same thread. You'll get an email when they respond. The Questions from me tab tracks your questions by status: Waiting for response, New response, and Completed.

Complete an answered request

You'll know when your client or team has replied to a request from a few types of notifications:

Make any edits to the transaction as needed. If you have a follow-up question, you can select the icon in the Requests column for that transaction and continue the conversation. This will reopen the conversation and move it to your In Progress requests tab. Your recipient can use the same link to reply, or you can generate a link again to resend.

Categorize and review transaction

Once you’ve received the response from your team member, you can now review and categorize the transaction. 

1. From Bank transactions, select the transaction marked with Updated from a request for more information.
2. Select the Suggestions panel, review the AI-generated suggestions from the response received from your team members. 
3. Fill out the necessary info:
   • Transaction type
   • Category
   • Product/services
   • Class
   • Location
4. Review the attachment from the Files section.
5. Once done, select Post to categorize the transaction.