Receipt Management Help

Jumping in to answer your question about this new feature, MickeyK.

The Receipt Management feature can only be used for purchase receipts and actual expense transactions. This is the reason why you're unable to match the captured receipt to the vendor's invoice. You need to make a bill payment first, then match it to the receipt that you uploaded in QuickBooks. 

Let me share this article with you for more details: Upload Receipts To QuickBooks Desktop Pro Plus, Premier Plus Or Enterprise.

I'd also recommend checking out this article for more details about the new features that are available in the latest version of QuickBooks: What’s New In QuickBooks Desktop 2021.

Please don't hesitate to reach out to us again if you need more help with QuickBooks. 

Thanks for that. I have a question in regards to the following statement..

"This is the reason why you're unable to match the captured receipt to the vendor's invoice. You need to make a bill payment first, then match it to the receipt that you uploaded in QuickBooks. "

1st Question: So no matter what, no receipt management for vendor invoices, even if you have already made a bill payment?

2nd Question: When you say you have to make a bill payment before you can match an expense transaction, so you cant upload the receipt until its already been paid? We do the majority of our transactions via Vendor > Bill Payment so does would this be just for Journal Entries? For example, if I use a company credit card to buy $10 of gas at Conoco what is the best way to record this start to finish?

Thanks for getting back, @MickeyK.

Let me share some information about managing receipts in QuickBooks Desktop.

You can upload the receipts anytime in QuickBooks. And it should be on the list under For Review tab. That way, you can match it to the transaction you’ve already created. That means you have the ability to add it directly, so you don't have to enter the bill payment. 

QuickBooks Receipt Management will then extract data from the receipt images using optical character recognition to create transactions for you to review. You will then review the receipt data and match-up any unmatched information before posting it to your accounting. And, because the image is stored with your QuickBooks data, the digital copies of the receipts are available for audit in the future.

Check out this article to learn more on how to capture and import receipts to QuickBooks. 

Don’t hesitate to reach out back if you have additional questions with receipt management. We’ll be more than happy to assist you further. Have a good rest!

I think Mickey is wanting the same thing that I'm looking for - rather than uploading a receipt that goes right to the register, I'd like to be able to upload an invoice that creates a bill to be paid. Thanks, Rob

Good morning, @RLF_2610. 

Thanks for chiming in on this thread. I hope your week is going well so far. 

To clarify, do you want to match the receipt to the bill itself (a transaction that's yet to be paid)?

If so, that option isn't available at this time in your QuickBooks Desktop account. I'll send feedback to our Product Developers so they can consider this in the future. They take the time to review every request and try to add them to the next release. 

You can always keep up with what's new in the product by looking over our QuickBooks Blog. 

Should you need any further assistance, don't hesitate to ask. The Community is always here to have your back. Have a great rest of your week!

I understand it is not matching to bills, what if there are multiple invoices that are paid through accounts payable. How do you match the multiple receipts to one check? - the second part is that if this is coming - if we reconcile the account will we be able to match the receipt later? The software does no good for a company if there is no way to match multiple invoices - gas receipts or landscaping supplies that get paid once a month. Please advise.

Hi there, tmm. 

Allow me to share insights about managing your receipts in QuickBooks Desktop.

I know that this hasn't been easy for you. Currently, matching multiple receipts to an entry isn't possible. As a workaround, you can attach the receipts as an attachment to a check.

Here's how:

1. Go to the Banking Menu. 

2. Select Write Check. 

3. Click on the Attach file under the Main menu.

4. Click Save and Close.

Let me share this article with you for more details on how to import a receipt using the mobile app:  Upload Receipts To QuickBooks Desktop Pro Plus, Premier Plus, Or Enterprise.

Keep me posted if you need further assistance managing your receipts. I’ll be right here to help you. 

I just want to make sure I understand - in order to attach multiple receipts to a check I need to not use the receipt app. and use the scan and save as a pdf then use the attachment  feature to the check?

Hi @tmm,

I appreciate you for getting back to us here in the Community. Allow me to chime in and provide some clarifications about adding receipts in QuickBooks Desktop.

Yes, you're right about using the Attachments feature to add the receipts. As of now, the option to match a receipt to multiple paid bills is unavailable.

While you're unable to match them directly, I recommend using the workaround. You'll need to go through each paid bill to add the receipts as attachments manually.

Check out this screenshot for your visual guide:

For additional reference, you can use the following article to know how to import receipts using a mobile app: Upload receipts to QuickBooks Desktop Pro Plus, Premier Plus or Enterprise.

Please let me know if you need more assistance managing the receipts in QuickBooks. The Community and I will be here to help you.

Hey There,

i am new to this feature-- is there a way to ease up on the matching requirements for these transactions?  Most of my transactions are auto-pay, which means they post a few days different from what the receipt/invoice says.  Meaning currenlty I have to adjust the date for nearly every transaction in order to match it.

Can I broaden that window?  Also, is there a way to "alias" things in here?  It fails if some transactions have an ,INC after the name, etc.  and doesn't seem to remember for next time.  Thanks so much!

Thanks for joining us here in the Community, @robinlarabee.

Let me share clarifications about the receipt management feature in QuickBooks Desktop.

QuickBooks will automatically match the receipts that you've uploaded with the transactions that you entered in the system. Matching them will be based on its transaction details. 

At this time, being able to ease up the process isn't available. You may continue to adjust the date of the transactions to match them.

When it comes to creating an alias on the name, this process isn't advisable. You may consider manually matching those transactions that fails to match due to name extensions.

To give you more insights on how this feature work, please see this article: Learn how to capture and upload receipts to QuickBooks Desktop Plus or Enterprise 2021.

For your reference, I'm sharing here some links that you can use when managing your bank entries in the system:

• Learn how to add and match Bank Feed transactions in QuickBooks Desktop
• Learn how to create, modify, and fix common issues with renaming rules for Bank Feeds in QuickBooks ...

Just leave comment below if you have any other concerns or questions with banking. I'm always here to assist you.

Hi Betty JaneB 

Thank you so much for all the info so far on receipt management.  Just to clarify, none of this is available on Quickbooks Pro 2020, correct? 

The only thing you can do with that version is attach a file to the line item. 

Do I have this right?

Thank you 

Betty JaneB 

Thank you for all the help with receipt management  

Am I correct that this will not work with Quickbooks Pro 2020 

What will work is attaching a receipt via attach file. However the new receipt mgmt features require the Pro Plus and above?

Thank you again 

reastman

You're correct, @reastman2011.

You can upload your receipts to QuickBooks Desktop if you have a Pro Plus, Premier Plus, or Enterprise subscription. 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 a guide to learn more about this feature: Upload receipts to QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

In the meantime, you can upload and match your receipts manually. Refer to @BettyJaneB posts for details.

I'll be adding this link here in case you need help with other QuickBooks-related tasks: View all help articles with QuickBooks Desktop.

Click the Reply button anytime if you still have questions or concerns with uploading and matching receipts. I'll be around to help. Take care and have a wonderful day ahead.

Today, 11/23/2021 Windy on the help desk said this feature is not currently working.  Can you or anyone confirm whether or not it is supposed to be working as of TODAY?  Thank you so much! 

Hello there, SLRV.

I want to make sure this gets sorted out.

Before doing so, can you provide additional details on the issues that you've encountered? Or on what actions are you're trying to perform with Receipt Management in QuickBooks Desktop? This way, the Community Team, and other QuickBooks experts will be able to help you out. 

I'm looking forward to your reply.

My employees were sending me receipts which was working great.  Now they are sending receipts and I am unable to see them in vendor receipt management on desktop.   The only thing I can think of that changed was that the primary on our quickbooks account changed.  Would this effect me being able to see vendor receipt management.  I am so confused with the different logins throughout quickbooks.

Hi @Lost2022, I'll share details about your access.

In QuickBooks Desktop, a user doesn't need primary access to manage uploaded receipts sent by your employees. Let me give you a list of permissions.

• 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

If you don't have access to this feature in QuickBooks, it's best to contact the primary or admin user of the company data you're working with and ask for an access grant. Use this article to learn more: How to Give Users Access to Receipt Management in QuickBooks Desktop?

I'm adding this reference for tips and guides to utilize in preparation for the coming year-end: Complete Certain Tasks in QuickBooks to Prepare for the New Fiscal or Calendar Year.

Don't hesitate to post a comment below if you have other questions about receipt transactions in QuickBooks. I'm always around, ready to help. Take care and stay safe!