Quickbook Receipts - How long are they stored for?

JRCrawford · ‎August 15, 2020

I've recently found out about Quickbook's newish receipts feature where you can upload, scan or e-mail your receipts into Quickbooks. It then tries to work out what the receipt is for and for how much.

I really dislike "dealing with paper" and wanted to know if I can move to a paperless system. In order to do that I need to have the invoice stored for at least 3 years. Does Quickbooks keep the actual invoice for that length of time, or due to file size capacity issues does it delete it after say 2 weeks?

I currently use ReceiptBank but it looks like I won't need it if Quickbooks can hold onto this data for a long enough period of time.

AileneA · ‎August 15, 2020

Hello, JRCrawford.

Thank you for choosing QuickBooks as your Accounting software. In QuickBooks, the receipts will stay in your account unless removed or deleted.

This new feature added in QuickBooks is a handful, quick, and easy to use.

With Receipt Capture, you and your clients can snap and store receipts digitally in QuickBooks Online to save hours of labor. Once receipts are uploaded to QuickBooks Online, they are automatically categorized and matched to transactions. Everything is organized and ready at tax time.

Thus, Receipt Capture is currently available to U.S. customers using all versions of QuickBooks Online: Simple Start, Essentials, Plus, and Advanced.

Here's how to receipt capture works. In QuickBooks Online, you can add receipts in three different ways:

Use a web browser to add receipts and bills.

Open a web browser, then sign in to QuickBooks Online.
Click the Banking menu and choose Receipts.
Drag and drop the files or browse to upload.

Note: Each image or file should only contain a single receipt or bill.

Once submitted, QuickBooks Online reads the receipts, extracts the information, and automatically matches the receipt to a transaction. And, if there’s no match found, you can easily create a new transaction.

For more detailed steps and information, please refer to this article: Capture and categorize receipts and bills.

That's it! Super easy and handy. Please let me know if you have any other questions in QuickBooks. I'll be around here in Community to help you further. Have a wonderful day and stay safe!

View solution in original post

AileneA · ‎August 15, 2020

Hello, JRCrawford.

Thank you for choosing QuickBooks as your Accounting software. In QuickBooks, the receipts will stay in your account unless removed or deleted.

This new feature added in QuickBooks is a handful, quick, and easy to use.

With Receipt Capture, you and your clients can snap and store receipts digitally in QuickBooks Online to save hours of labor. Once receipts are uploaded to QuickBooks Online, they are automatically categorized and matched to transactions. Everything is organized and ready at tax time.

Thus, Receipt Capture is currently available to U.S. customers using all versions of QuickBooks Online: Simple Start, Essentials, Plus, and Advanced.

Here's how to receipt capture works. In QuickBooks Online, you can add receipts in three different ways:

Use a web browser to add receipts and bills.

Open a web browser, then sign in to QuickBooks Online.
Click the Banking menu and choose Receipts.
Drag and drop the files or browse to upload.

Note: Each image or file should only contain a single receipt or bill.

Once submitted, QuickBooks Online reads the receipts, extracts the information, and automatically matches the receipt to a transaction. And, if there’s no match found, you can easily create a new transaction.

For more detailed steps and information, please refer to this article: Capture and categorize receipts and bills.

That's it! Super easy and handy. Please let me know if you have any other questions in QuickBooks. I'll be around here in Community to help you further. Have a wonderful day and stay safe!

thatcreativeco · ‎May 26, 2021

This is great to know. I’d like to go completely paperless, and just toss the receipt after it’s completely captured and recorded. Off that same question, will it stay in a account for 7 years, even if we decide to forego the subscription later on? Also, is there other automated backups that can take place using the Self-employed online version?

Rea_M · ‎May 26, 2021

Yes, you're right. You'll completely go paperless using the receipt capture feature in QuickBooks, @thatcreativeco. With this, I'll be glad to share further details about this.

In QuickBooks (either QuickBooks Online (QBO) or QuickBooks Self-Employed (QBSE)), the receipts you've captured/snapped and recorded will stay in your account unless removed or deleted.

When you've decided to forego your subscription, your data will be kept for up to one year. With this, I always recommend backing up your files by exporting them to Excel for future use. To learn more about data availability and export policies when cancelling, I recommend checking out this article: What happens to my QuickBooks Online data after I cancel?.

Also, if you wish to know the ways to enter and categorize your expense receipt in QuickBooks (QBO and QBSE), you can choose the appropriate article below based on the product/version you have:

In case you have other concerns about the receipt capture feature in QuickBooks, don't hesitate to leave a comment below. I'm just around to help. Take care and stay safe always.

CLatron · ‎September 23, 2021

I have a follow-up question in this thread. I am just starting to use the receipt capture. I see that when I use the "Export" option, there are no options to select which receipts I want to export and it does all the receipts. When the current year is over and I want to export only 2021 receipts, will there be an option available to not include 2022 receipts when exporting? The main question being, will QuickBooks Online have a way to hide previous year receipts from being exported once I have multiple years uploaded?

Thank you,

Cindy

AlcaeusF · ‎September 23, 2021

Hi @CLatron,

I appreciate you for reaching out to us here in the Community. Allow me to step in and provide some information about uploading receipts in QuickBooks Online.

You have the option to upload receipts to your QuickBooks account using your computer or mobile device. The only way to exclude 2022 receipts is to select the images or files from 2021 manually.

Since an automated way to do this is unavailable, I recommend separating your uploaded receipts into a single folder. This way, when you import the data into QuickBooks, it'll not include the other data.

Here's how:

Sign in to QuickBooks Online.
On the left navigation bar, click Banking.
Go to the Receipts tab.
Select Upload from computer or Upload from Google Drive (each image or file should only contain a single receipt or bill).
Select the 2021 receipts only (press the Ctrl key on your keyboard to choose multiple receipts).

For additional reference, you can use the following article to learn how to email receipts or bills to QuickBooks: Upload your receipts and bills to QuickBooks Online.

Keep us posted if you have more questions about acquiring data from the receipts. Have a great day.

Mattb_bc · ‎November 21, 2021

I noticed when using mobile receipt snap, that QBO also saved an image of the receipt in my camera roll (iPhone). Are the receipt snaps actually uploaded into QBO? In other words, can I delete the receipt photo in my camera roll? I really don’t want them there.

Giovann_G · ‎November 21, 2021

Hi, Mattb_bc.

I can share information about the receipt snap feature.

Yes, you can delete them. Before doing so, please ensure that it's already reviewed, added, or matched so QuickBooks will keep track of the transactions. You can find the receipts and bills that are not in your books yet by going to the For Review tab.

Here's how:

Go to Menu ≡.
Select Receipt snap.
Ensure that all receipts and bills under For Review tab are already reviewed, add or match.

I've included this article for more detailed information: Upload your receipts and bills to QuickBooks Online.

In addition, check out this resource for more information about matching transactions in QuickBooks Online: Categorize and match online bank transactions in QuickBooks Online.

Let me know if you have further questions about the receipt snap feature. I'll get back to you as soon as I can with more details. Have a great day!

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Quickbook Receipts - How long are they stored for?