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Request more information on a transaction
Learn how to get more information on a transaction in QuickBooks Online.
QuickBooks Online lets you request for more information about a transaction. You can ask for details and files and get what you need from your team or clients, with the help of Intuit Intelligence.
Note: Requests for more information are available in all QuickBooks Online plans except QuickBooks Solopreneur.
Overview
You can share the information with a client or a team member and review their replies. Use that to categorize and complete the transaction. Intuit Intelligence reviews each reply and asks follow up questions for more information.
Requests appear in two tabs. In the Accountant portal, Transaction questions are the questions you start about a specific transaction and Questions from client are questions sent by the client.
While in the Client portal, the tabs are Transaction questions and Questions from us. You'll get an email when clients start their own questions.
In this video, we’ll walk you through how to create a request directly from a bank transaction, send the information to clients or team members, review responses, and use that information to categorize and complete the transaction.
Video transcript
[0:00] Sometimes a transaction doesn't include enough information to categorize it correctly before you post it. Requests for more information helps you gather those details directly from the bank feed so you can keep transactions moving without leaving QuickBooks.
[0:15] 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.
[0:33] In the Banking window, locate the transaction that needs more information and select the request icon in the message column. Enter your question, or select Ask for more info or Ask for receipt to quickly add common prompts. If secure requests are enabled, you can assign the request to a specific team member.
[0:53] If the person you need isn't listed, select the people icon, enter their email address and add them as a team member. Only authorized team members can reply to requests once you enable this option. If you're ready to record the transaction but still need documentation, select Add and post.
[1:12] QuickBooks posts the transaction and adds the request to your Requests list so the information can be added later. You can also save requests without posting the transaction. Select Add request to list to store the request and send it later. Open the Requests list to review the questions you've created. Here you can see requests grouped by status, including New, In progress, and Complete.
[1:38] To send a request, select the dropdown next to Send requests and choose Copy magic link, or send the request directly by email. You can also configure alerts so request creators and recipients receive notifications when replies are added. If enabled, Intuit Assist can automatically follow up to help collect complete responses.
[2:00] The recipient opens the email request link to view the transaction and respond. They can also save or bookmark the link, since future requests will appear in the same portal. If secure requests are enabled, they'll verify their email before accessing the request. They can add details about the purchase or upload a receipt.
[2:21] Back in the Requests list, switch to the In Progress tab to see incoming responses and track the conversation. When someone uploads a receipt, Intuit Assist reviews the document and prompts for additional information if something doesn't match the transaction. You can also reply directly from the Replies view. Enter your response here to continue the conversation.
[2:45] Intuit Assist may also suggest responses or follow-up questions to help resolve the request. Requests are also linked directly to the transaction in the bank feed. A notification indicator shows when new information has been added. You can sort the message column or use filters to quickly find transactions with open requests or new replies.
[3:08] Open the request thread to review the response and any uploaded documents. QuickBooks may use the additional context from the response to update category suggestions. Once you have the information you need, mark the request Complete and finish categorizing the transaction. If additional clarification is needed, you can reopen the request and continue the conversation.
[3:32] Now you know how to gather transaction details, collect receipts, and keep conversations organized directly within QuickBooks. With everything connected to the transaction, it's easier to track responses, review documentation, and confidently categorize your transactions.
Provide a one-time consent
The first request of the company needs a one-time consent from the QuickBooks admin. Start a request for more info.
Requests turn on automatically once your first bank connects to your bank feed. There isn’t a separate setting to switch it on or off.
Select the transaction
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 New message 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 the columns where QuickBooks recommends gathering more information to categorize a transaction correctly.
When you send a request, the icon in the Requests column shows its status. You can track requests by status on the requests page:
Open chat bubble: In progress
Chat bubble with a red dot: The client has replied and it’s ready for review
Chat bubble with a checkmark: Completed
Add contacts
QuickBooks users in your company can collaborate on requests, so you don’t need to add them. You can also add someone without a QuickBooks sign-in.
Go to All apps, then Accounting, then Bank transactions.
Select the Inbox icon from the global navigation bar
Select the three dot icon and select Manage contacts.
Select Add contact, then enter the person’s first and 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.
Contacts you add 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 gives them access to both QuickBooks and requests.
To edit or remove a contact, use the Manage contacts tab. For QuickBooks users, you can manage them in your QuickBooks settings.
Fill out the request
When you start a request, a window opens so you can add the type of information you’re looking for.
Select the assignee for the request. This person will be able to respond to the request. You can add more assignees by managing your contacts.
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?”
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.
Send notification
As soon as you add requests, they appear in your client’s Inbox or Client Portal. However, your client will only receive a weekly reminder unless you send them a notification through the Inbox.
Go to All apps, then Accounting, then Bank transactions.
Select the Inbox icon from the global navigation bar
Select the Overflow menu (three dots) and select Send Notification. Here, you can select the clients you’d like to notify and send an email or an optional text alert to.
Reply to a request for more information
Select the link in your email. If you’re a QuickBooks user, the system will sign you in to the Client Portal, or ask you to sign in to your Intuit Account. If you’re a collaborator using Requests for the first time, you’ll need to create or sign in to a free Intuit Account.
Answer the question, or upload any documents requested.
Intuit Intelligence checks your reply and asks follow-up questions within a few seconds if it needs more information.
Turn Intuit Intelligence follow-up on or off
Intuit Intelligence follows up on replies that you can turn on or off.
Go to Inbox.
Select the three dots icon, then go to Manage settings.
At the Messages section, select Edit.
Turn AI follow-up on or off.
Complete an answered request
You’ll know when your client or team has replied from a few types of notifications.
When the client or your team is done answering a question, 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. 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.
From Bank transactions, look for the transaction you want to review and categorize.
Open the Suggestions panel and review the AI-generated suggestions based on the reply you received.
Fill out the necessary info: Transaction type, Category, Product/services, Class, and Location.
Review the attachment in the Files section.
When you’re done, select Post to categorize the transaction.
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