Attaching receipts to invoice

Hello there, @architetto. I can walk you through the process so you can attach receipts to your invoices in QuickBooks Online (QBO).

I understand you're trying to attach an actual scan of the picture so that when you send the invoice to your customers. They'll see the photo directly. In QBO, you can only attach the photo of the receipt when creating the invoice and then when you send it. Your customer will have to download the file you've added to the invoice for them to see the image.

I'll input the steps below to get you going. To start, these are the steps:

1. Access your QuickBooks Online company.
2. On the left navigational bar, click the +New button.
3. Under Customers column, select Invoice.
4. Choose the customers, and then input the needed details in each field.
5. Below the Message on statement section, click the Clip icon or Attachments.
6. Select the image of the receipt that you'd like to attach to the invoices.

In addition, see this page to help you manage invoice payments in QBO: Take and process payments in QuickBooks Online with QuickBooks Payments.

You can generate a report so you can check all the invoices that you've created inside your company. For further guidelines, see this article: Run reports in QuickBooks Online.

@architetto, it's been a pleasure to have you in the Community today. In case you have any additional QuickBooks-related concerns, feel free to mention me in the comment section. I'll be more than happy to assist you again. Take care, and have a great day!

Thank you @Kurt_M but that's not what I am looking for.

I already have all the pictures of receipts snapped with the QB app, I need to be able to visualize those in an invoice rather than reattaching each image and leaving the hassle of connecting each image to each expense to the client.

Pretty much an expense report but going straight to my client.

Thanks, 

Hi there, @architetto.

Allow me to chime and I'll some information about managing your invoices in QuickBooks.

Adding pictures of a receipt in your invoices feature is currently unavailable in QuickBooks Online. You'll want to use a third-party app that offers this process. Here's how:

1. Open your QuickBooks Online account.
2. Go to the Apps menu, then proceed to the Find Apps tab.
3. Click the Browse categories or enter Scan Invoices on the search bar.

Additionally, to learn more about the different file types that you can attach to any transactions in QBO, together with things that you need to know when emailing them, please see these links below:
 

• Attachments in QuickBooks Online.
• Email and customize sales forms.
   

I'll also include these links for more information on how to personalize invoices and other sales forms and handle payments in QBO.

• Customize invoices, estimates, and sales receipts in QuickBooks Online
• Record invoice payments in QuickBooks Online

Keep in touch if you need anything else with invoices or QuickBooks. It's my pleasure to be of help always. Take the best care!

Thanks, @DebSheenD.

The answer seems to be that it's not possible. It appears that this would be a very simple thing to add, since pictures of all the receipts are already in QB via the app.

How can I recommend this feature for future upgrades of QBO?

Thanks,

Good morning, @architetto. 

I appreciate you coming back on this thread. I can show you how to submit feedback within your QuickBooks Online account. 

You can easily send feedback to our Product Developers through your settings. Here's how: 

1. Go to the Gear (Settings) icon in the top right-hand corner. 
2. Press the Feedback option under the "Profile" column. 
3. Share your feature requests/thoughts. 
4. Tap Next when done. 

It's that simple!

Feel free to reach back out if you have any other questions or concerns. We're always here to lend a helping hand. Bye for now! 

I may have figured this out.  In your Settings click the Accounts and Settings tab and then click on expenses tab in menu on the left.  Make sure "Make expenses and items billable" is turned on.  After your receipt is uploaded via Receipt Snap you can open the expense and make sure "billable" is check and enter the Customer you wish to send it to.  When creating an invoice for that customer a menu pops-up on the right asking if you want to add that expense to your invoice.  When you add it, the image automatically attaches to the invoice.  Hope this works for you

SB

I chatted with QB support and found the solution!  You have to use the “Old Layout” in the Invoice.  Once you switch, there is a link under the “Attachments” box at the bottom called “Show existing”.  When you click on the link you’ll get a list of all receipts associated with the line items on the invoice.  You now have the option to select which receipt files you want to include with the invoice!

Anyone else having an issue with this (may 2024)

I no longer see the option for attach receipts. No more box on side of screen

PLEASE HELP 

Help is here @Construct SB.

Let's fix your invoice so you can attach receipts.

Before anything else, I'd like to learn more about your goal in attaching a receipt to your invoice.

If you mean the transaction link to the invoice about the "no more box on the side of the screen", you can look for it by clicking the Manage icon, and tapping the Suggestion tab inside the invoice form.

All linked transactions are in there. Click the Add icon to attach the transaction to the invoice.

If you mean the Attachments tab, you can look for it below the invoice form.

If nothing shows let's perform some troubleshooting steps to fix this. Begin with, signing in to a QuickBooks Online (QBO) test account and create an invoice there, then link a transaction. Click this link to route you there: https://qbo.intuit.com/redir/testdrive

If this works, then let's try to log in to your account via a private window to determine if it's a browser-related concern.

Check out these shortcut keys: 

• Google Chrome: press Ctrl + Shift + N
• Mozilla Firefox: press Ctrl + Shift + P
• Microsoft Edge: press Ctrl + Shift + N
• Safari: press Command + Shift + N

After that, create an invoice and attach a receipt there. If this works well, clear the cache of your regular browser to eliminate piled-up data. If the issue persists, you can use another supported browser or device. It might be that the current one you're using has a temporary issue with the program.

Additionally, I'll share this article to guide you on how to show the summary of customer transactions: Create and send customer statements in QuickBooks Online.

Let us know if you have additional questions about managing your invoice transaction by replying to this post. Keep safe always. 

Hello, 

I am having the same problem with the "show existing" button gone missing from the invoices.  I scan directly to QB all the invoice hard copies and notes.  The "show existing" button is still available in bills, but not in invoices.  Switching to the old layout did not work.  Any other suggestions?

Jocelyn

Hello there, Jocelyn.

Welcome back to the Community page. I'm here to assist you with your invoice concerns in QuickBooks Online. 

Yes, the Show existing button was available in the old layout. However, switching to the old invoice layout isn't available, and we're moving users to the new invoice experience.

While this option isn't currently available, I recommend sending feedback directly to our product engineers

Here's how:

1. Select the Gear icon and choose Feedback.
2. Fill in your suggestions in the Feedback field.
3. Select Next to send it.

Your feedback helps us improve your experience in QuickBooks Online. 

Moreover, you can also consider customizing your invoice forms with its new layout. 

You're always welcome to post your concerns here on the Community page. We're here to assist you anytime.

The fact that this feature was removed from invoicing is completely unacceptable!  I am required to submit receipts with all of my invoices.  What is the point of adding attachments to expenses and bills if they can't automatically be pulled over to invoices...exactly like I was able to do before you made this change.  This needs to be fixed now!  You are removing important features with no thought of the impact on your customers, all while raising prices.  VERY DISAPPOINTED!!!

THIS EXACTLY! I cannot send invoices without the receipts to back up the charges. Removing this option is unacceptable.