Uploading Receipts by multiple staff without adding separate user accounts to QBO

giving · ‎January 05, 2021

Hi all -

Needing best practices help for managing receipts & user accounts...

I manage the books for our small church in MN. We have a staff of 4 and dozens of very active volunteers. Purchases are made by all off us and tracking receipts has become a bit of a chore. I'd like to use QBO's receipt management but we are allow only 5 users. How do you suggest I set up QBO so volunteers and staff can directly upload their receipts? I don't really want to give user names to more than the Pastor, Treasurer and myself as bookkeeper since QBO's user levels are either too restrictive (can't do receipts only time cards) or too generous (access to write checks - only our treasurer does that - and more). But it appears to even forward receipts to QBO one needs to have a QBO user account, not just a registered email address.

Input, experience, suggestions, etc. greatly appreciated!

Kelly Coleman

Fiat Lux - ASIA · ‎January 05, 2021

Consider having an expense management app to integrate with your QBO account. Your team will only have access to the app, not QBO.

giving · ‎January 05, 2021

That makes sense - do you recommend a specific expense app we could try??

Fiat Lux - ASIA · ‎January 05, 2021

Explore this app. They have a donation program for Non Profit as well.

https://timesolv.idevaffiliate.com/222.html

Jessica_young · ‎November 05, 2021

Hello all!

I’m excited to share our new feature; Expense Management within QuickBooks Online Advanced. With this new feature, you can set up employees so they can submit their expenses and allow you to confidently match transactions to correlating receipts.

What will this new feature bring to your workflow?

Gives employees access to submit expense claims.
Receive expense submission notifications.
Manage expense categories for your employees to see when submitting expenses, so it’s easier for them to assign the correct category to an expense.
Review expense claims in one place.

Want to find out more? You can read more information on this new feature and how to get started by checking out this Community article: Set up employee expense management in QuickBooks Online Advanced.

HM23 · ‎September 21, 2022

Is there a way to add employees if you don't have Quickbooks Payroll?

Adrian_A · ‎September 21, 2022

Good day, HM23.

Yes. You can still add employees even though you don't have payroll yet. I'm here to walk you through the steps.

Here's how:

Click the Payroll tab.
On the Employees page, click Add an employee.
Select Not right now.
Enter your employee's details.
Click Save.

Once you're ready to pay the employees, you can set up your payroll account. I've added this article as your resource: Get started with QuickBooks Online Payroll.

Keep me posted whenever you need help in setting up your payroll account.

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Uploading Receipts by multiple staff without adding separate user accounts to QBO