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Intuit

Upload receipts to QuickBooks Desktop Pro Plus, Premier Plus or Enterprise

Learn how to capture and upload receipts to QuickBooks Desktop Plus or Enterprise 2021.

Using the QuickBooks Desktop mobile app or your computer, you can upload your receipts to QuickBooks Desktop. QuickBooks will pull the information from the receipt and match it with an existing transaction, then you can review and approve the match. Here’s what to do.

Step 1: Add your receipts to QuickBooks Desktop

Note: Make sure to not upload any sensitive information like credit card numbers, social security numbers, or health information.

Upload receipts from QuickBooks Desktop

Here’s how to upload PDFs or images of your receipt in QuickBooks Desktop. Keep in mind that if you’re using PDFs, you can only have one receipt per page.

  1. Go to the Vendor menu, then select Receipt Management.
  2. Choose the Intuit Account you use for the company file.
    1. Note: If you don’t have permission to access the company file or your account isn’t associated with one, here’s what to do.
  3. Drag and drop your receipts into QuickBooks or select browse to upload, then select your receipts.

Note: QuickBooks Desktop supports PDFs and images with JPEG, JPG, GIF, or PNG format. If you use a newer iPhone or iPad, you might have HEIC format images. Here’s how to convert existing images to a compatible format.

If you haven’t already, download the QuickBooks Desktop iOS app.

  1. From the QuickBooks Desktop app, sign in to your Intuit Account and select the company to upload receipts to.
  2. Tap the company to upload receipts to, then tap Continue.
  3. Tap Capture Receipt.
  4. Tap the Camera icon to take a picture of the receipt or tap the Photos icon to upload your receipt. If you need to, you can crop and rotate the photo.
  5. Tap Use this photo.
  6. Add a Name and Memo, then tap Upload photo then tap OK.
  7. Sign in to your QuickBooks Desktop company file to review, edit, and match receipts to transactions.

 

If you haven’t already, download the QuickBooks Desktop Android app.

  1. Open the QuickBooks Desktop Android app, then tap Receipt Snap.
  2. Tap the company to upload receipts to, then tap Continue.
  3. Tap Capture receipt.
  4. Tap the Camera icon to take a picture of the receipt or tap the Photos icon to upload your receipt. If you need to, you can crop and rotate the photo.
  5. Tap Use this photo.
  6. Add a Name and Memo, then tap Upload photo then tap OK.
  7. Sign in to your Intuit Account and select the company to upload receipts to. You’ll only need to do this once.
  8. Sign in to your QuickBooks Desktop company file to review, edit, and match receipts to transactions.

Here’s how to email PDFs or images of your receipt to your QuickBooks Desktop company file. Keep in mind that if you’re using PDFs, you can only have one receipt per page.

Step 1: Create a custom email address

  1. Go to the Vendor menu, then select Receipt Management.
  2. Choose the Intuit Account you use for the company file.
    1. Note: If you don’t have permission to access the company file or your account isn’t associated with one, here’s what to do.
  3. Select Send receipts.
  4. Choose a custom email address you’ll email receipts to. It’ll end in @qbdesktopdocs.com, then select Create.

Once you confirm the email address, the list of all the users who are part of the Intuit account will be shown to you. You can manage the users who can email receipts by using the toggle button.

Step 2: Email images of receipts to QuickBooks Desktop

Note: You can send multiple receipt images in one email as long as the email size is under 20 MB.

  1. Take a picture of your receipt on your mobile device. The photo 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 @qbdesktopdocs.com. It may take a few minutes to send.

QuickBooks automatically pulls dates, amounts, vendor, and the last four digits of the credit card from the image.

If you’re uploading multiple receipts, you can edit or delete them in a batch.

  1. Select the receipts and select Batch Actions.
  2. Select either Edit or Delete if you wish to delete the receipts.
  3. If you select Edit, make your edits to the Vendor Name, Account, Bank/Card details, date of the transactions.
  4. Select Save.

Step 2: Review, edit, and match receipts to transactions

Once you upload the expense receipts in QuickBooks Desktop, they’ll show up in the For Review tab. This is where you can review, edit, match or add transactions to the register.

  1. Go to the Vendor menu, then select Receipt Management.
  2. From the For Review tab, select the Refresh icon to see your receipts.
  3. From the receipt, select the small arrow then select Review.
  4. If the receipt matches the transaction, select Attach.
    1. If the match is incorrect, select Remove match then create a new transaction.
  5. Select OK.

FAQ

If you have users you want to give access to upload receipts or create new transactions to match receipts with, you can give different access depending on their role. Here’s the permissions you’ll need to give the user:

  • Bank Registers (and all Banking Accounts)
  • Checks
  • Credit card charges
  • Credit card registers
  • Customer Center
  • Vendor Center
  • Chart of Accounts List
  • Class List
  • Edit Bills
  • Pay Bills

In QuickBooks Desktop, the user can upload, review, and match receipts to transactions. They can also add transactions to the register.  In QuickBooks Mobile, the user can upload receipts. Before you get started, make sure the user has an Intuit account associated with the company file.

  1. Go to the Vendor menu, then select Receipt Management.
  2. Select Manage users.
  3. Depending on what you want the user to do, select either Give Desktop and Mobile access or Give only mobile access.
  4. Select Continue.
  5. Select Add user, then enter the users email address.
  6. Keep the role as Basic user, then select Save.

When the user accepts the email invite, they’ll have access to manage receipts.

If you see the error “We’re unable to complete your request at this moment. Seems your Intuit account is not associated with a company file.” don't worry, this is usually because the company name is missing or there are special characters in your bank account name in your chart of accounts. Here’s what to do.

  1. Sign out of your Intuit account.
  2. From QuickBooks Desktop, select My company and make sure the company name is showing. If not, add the company name details.
  3. Check your chart of accounts and edit the Bank account name if there are any special characters.
  4. Sign in to your Intuit account and try to upload your receipts again.

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