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

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.

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 Snap Bill.
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 bills to transactions.

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

1. Open the QuickBooks Desktop Android app, then tap Bills under Snap and Upload.
2. Tap the company to upload receipts to, then tap Continue.
3. Tap Snap Bill.
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 bills to transactions.

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.

1. Go to the Vendor menu, then select Upload and Review Bills.
2. 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.
3. Select Email bills.
4. 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.

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 bill.
3. 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.

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

1. Select Upload from Google Drive. 
2. Sign in to your Google account.
3. 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.

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.

1. Go to Vendors, then select Upload & Review Bills.
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 user's email address.
6. 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.

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.