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Request more information on a transaction

by Intuit•573• Updated 4 days ago

Sometimes you need more details about what a transaction was for. With requests for more information, you can ask for details and files right from any transaction — and get what you need from your team or clients without leaving QuickBooks.

Note
Requests for more information is available in all QuickBooks Online plans (including Simple Start), QuickBooks Ledger, and Intuit Accountant Suite. It isn’t available in QuickBooks Solopreneur. It’s built for accountants, bookkeepers, and their clients to share details and documents about specific transactions. Both sides can start a question, and Intuit Intelligence helps make sure the right information comes through.

Overview

Requests for more information helps your accounting team gather receipts and details for specific transactions, right inside QuickBooks. You can start a request from a bank transaction, send it to a client or team member, and review their replies as they come in. Then you can use that information to categorize and complete the transaction.

Requests are organized into two tabs. In the accountant portal, you’ll see Transaction questions (questions you start about a specific transaction) and Questions from client (questions your client sends you). In the client portal, the tabs are Transaction questions and Questions from us. Clients can start their own questions, and you’ll get an email when they do.

Intuit Intelligence reviews each reply and asks follow-up questions within a few seconds if more information 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. You only need to do this once. If you don’t have admin permissions, you’ll see a message asking you to contact your admin.

Note
Requests turns on automatically once your first bank is connected to your bank feed. There isn’t a separate setting to switch it on or off.

Start a request for more info

Step 1: Select the transaction(s) you want

You can start a request from one transaction or several at once.

  • For multiple transactions: Select the checkboxes for the transactions you have the same question about. Then select Request more info in the banner that appears.
  • For a single transaction: Select the + icon in the Requests column (marked with a chat icon). The Suggested by AI icon appears in this column when QuickBooks recommends gathering more information to categorize a transaction correctly.
Note
After you start a request, the icon in the Requests column updates to show its status: a chat bubble means it’s open, a chat bubble with a red dot means the client replied and it’s ready for review, and a chat bubble with a checkmark means it’s completed. You can also track questions on the Requests page, which sorts them into Open, Ready for review, and Completed tabs.

Add contacts

QuickBooks users at your company can already collaborate on Requests, so you don’t need to add them. You can also add someone who doesn’t have a QuickBooks login, like an office manager who handles receipts.

  1. From QuickBooks Online Accountant, go to the client’s account.
  2. Go to All apps, then Accounting, then Bank transactions.
  3. Select Requests.
  4. Select the gear icon to open Requests settings.
  5. Switch to the Manage contacts tab.
  6. Select Add contact, then enter the person’s first name, last name, and email.

They’ll get an email invite to sign in to or create a free Intuit account so they can reply from the Client Portal.

Note
Contacts you add here can sign in and reply to messages, but they don’t get access to QuickBooks and don’t count toward your user limit. Adding someone as a QuickBooks user instead gives them access to both QuickBooks and Requests. To edit or remove a contact you added, use the Manage contacts tab. QuickBooks users are managed in your QuickBooks settings.

Assign questions to specific people

To send a question to a specific contact, turn on Request Assignment in your Requests settings. Then choose who to assign it to when you create the request.

  1. In your Requests settings, turn on Request Assignment.
  2. When you create a request, select the contact you want to assign it to from the people icons in the conversation.
Note
When Request Assignment is on, each person sees only the requests assigned to them, plus any unassigned ones. The primary admin sees all requests.

Step 2: Fill out the request

When you start a request, a window opens so you can add the type of information you’re looking for.

  1. Select a response type — Ask for more info or Ask for receipt — or type your own question. For example, “Can you tell me what this meal was for and add a receipt?”
  2. Select Add request to list to add it to your requests list. Or select Add and post to post the transaction and add your request at the same time.

Step 3: Send the request

Requests are added to your list before they go out. That way your recipient can reply to everything from one link instead of several.

  1. Go to All apps, then Accounting, then Bank transactions.
  2. Select Requests to open your list of requests.
  3. Select the checkboxes for the requests you’re ready to send.
  4. Select Send requests, then choose who to notify. Your recipient gets an email with a link to reply from the Client Portal.

Reply to a request for more information

Replying is quick. 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.
  3. Intuit Intelligence checks your reply and asks follow-up questions within a few seconds if more information is needed.

When everything looks complete, you can move on to any other requests in your list.

Turn Intuit Intelligence follow-up on or off

Intuit Intelligence follows up on replies by default. You can turn this on or off in Requests settings.

  1. From QuickBooks Online Accountant, go to the client’s account.
  2. Go to All apps, then Accounting, then Bank transactions.
  3. Select Requests.
  4. Select the gear icon to open Requests settings.
  5. On the Preferences tab, turn Allow Intuit Intelligence to follow up on or off.

Send a question to your accountant

Clients can also start their own questions from the Client Portal — you’re not limited to replying. When you send a question, it appears in your accountant’s Questions from client tab, and they get an email. You can ask about a specific transaction or send your firm a general question.

Ask about a specific transaction

  1. Go to All apps, then Accounting, then Bank transactions.
  2. Find the transaction you have a question about, then select the + icon in the chat column to start a transaction question.

Ask your firm a general question

  1. Go to All apps, then Accounting, then Bank transactions.
  2. Select Requests, then the Questions from us tab.
  3. Select + New message.
  4. Select the firm you want to message, if you work with more than one.
  5. Type your message, and add an attachment if you want to.
  6. Select Send.

Complete an answered request

You’ll know when your client or team has replied from a few types of notifications.

Make any edits to the transaction as needed. When a question is answered and you’re done, select Mark complete to close it out. If you have a follow-up question, select the icon in the Requests column for that transaction to continue the conversation, which reopens it. Your recipient can reply from the same link, or you can generate a new link to resend.

Categorize and review transaction

Once you get a reply from your team member, you can review and categorize the transaction.

  1. From Bank transactions, select the transaction marked Updated from a request for more information.
  2. Open the Suggestions panel and review the AI-generated suggestions based on the reply you received.
  3. Fill out the necessary info: Transaction type, Category, Product/services, Class, and Location.
  4. Review the attachment in the Files section.
  5. When you’re done, select Post to categorize the transaction.
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