Upload bills to QuickBooks Desktop Pro Plus, Premier Plus or Enterprise
SOLVED•by QuickBooks•11•Updated over 1 year ago
Learn how to capture and upload bills to QuickBooks Desktop Plus or Enterprise 2022.
You can use the QuickBooks Desktop mobile app, or your computer, to upload your bills to QuickBooks. QuickBooks captures the info from the bill and matches it with an existing transaction. You can then review and approve the match. Here’s what to do.
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Step 1: Add your bills to QuickBooks Desktop
Note: Don't upload any sensitive info like credit card numbers, Social Security numbers, or health info.
Upload bills from QuickBooks Desktop
Here’s how to upload PDFs or images of your bill in QuickBooks Desktop. If you’re using PDFs, you can only have one bill per page.
Go to Vendors, then select Upload and Review Bills.
Choose the Intuit Account you use for the company file.
Note: If you don’t have permission to access the company file or you need to link your account, here’s what to do.
Select Browse to upload to add your Bills to QuickBooks company file. Each image or file should only have a single bill.
QuickBooks supports PDFs and images in jpeg, jpg, gif, or png formats.
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 your images to a compatible format.
Here’s how to email PDFs or images of your bill to your QuickBooks Desktop company file. Keep in mind, you can only have one bill per page for PDFs.
Step 1: Create a custom email address
Note: If you’ve already created a customized email ID through upload receipts, you don't have to create a new one.
Go to the Vendor menu, then select Upload and Review Bills.
Choose the Intuit Account you use for the company file. Note: If you don’t have permission to access the company file or you need to link your account, here’s what to do.
Select Email bills.
Choose a custom email address you’ll email bills 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. Here you can manage the users who can email bills.
Step 2: Manage Users and Senders to email bills
In bills, select Manage Senders to manage which users can email bills. Users need to be part of the Intuit account linked with the company file.
Add new users to the Intuit account by selecting Manage users on the bill dashboard.
Step 3: Forward images of bills to QuickBooks Desktop
Note: You can send multiple bill images in one email as long as the email size is under 20 MB.
Take a picture of your receipt on your mobile device. The photo must be a PDF, JPEG, JPG, GIF, or PNG.
Make sure each image or file contains only one bill.
Email the image to your custom email address @qbdesktopdocs.com. It may take a few minutes for the bills to appear in QuickBooks Desktop.
QuickBooks automatically pulls dates, amounts, vendor, and the last four digits of the credit card from the image.
If you’re uploading multiple bills, you can edit or delete them in a batch.
Select the bills and select Batch Actions.
Select either Edit or Delete if you wish to delete the bills.
If you select Edit, make your edits to the Vendor Name, Account, Bank/Card details, date of the transactions.
Select up to 10 bills. Each file should contain only 1 bill.
The process can take up to 15 minutes. Once complete, bills show in the review section.
Step 2: Review, edit, and match bills to transactions
Once you upload your bills in QuickBooks Desktop, they’ll show up in For Review. This is where you can review, edit, match or add transactions to the register.
Go to Vendors, then select Bills. If there are any bills still in process mode, you'll see them in the processing section. Select Details to view all the bills still processing.
From the For Review tab, select the Refresh icon to see your receipts. If QuickBooks finds a duplicate for the bill you upload to the register, it'll prompt you to Review the Bills, otherwise you can import the bill data.
From here, you can select the row to have a side-by-side view of the bill you sent and the bill data captured. You can select:
Review if there are multiple matches. Review helps you choose or reject the match you want.
Delete to delete the captured bill data along with the uploaded bill.
Import bill data to bring the captured bill data to create a bill where you can edit and save.
Move to Receipts if expense receipts incorrectly came to the Bills dashboard. This option sends it back to the Receipt Management dashboard.
Batch Actions
You can edit or delete bills you upload in batches.
Select the bill or bills you want, then select Batch Actions.
Select Edit to change the Vendor Name, Account, Bank/Card details, or date of all the transactions in one go.
Select Save for the info to update your transactions.
Select Delete if you want to permanently remove the bills.
In QuickBooks Desktop, users can upload, review, and match bills to transactions. The company admin provides this access. Here’s the permissions you’ll need to give the user access to Edit Bills.
Users can also add transactions to the register. In QuickBooks Mobile, the user can upload receipts. Before you start, make sure the user has an Intuit account linked in the company file.
Go to Vendors, then select Upload & Review Bills.
Select Manage users.
Depending on what you want the user to do, select either Give Desktop and Mobile access or Give only mobile access.
Select Continue.
Select Add user, then enter the user's email address.
Keep the role as Basic user, then select Save.
When the user accepts the email invite, they’ll have access to Upload & Review Bills.
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.
Sign out of your Intuit account.
From QuickBooks Desktop, select My company and make sure the company name is showing. If not, add the company name details.
