Can I Allow Employees to Upload Vendor Invoices to the Finance Department in QuickBooks Without Automatically Recording Transactions.

Yes, you can allow your employees to upload vendor invoices without automatically recording the entries, Sophia. Let's utilize the Upload receipts function to carry out this task.

When uploading the entries, make sure not to include any sensitive or personal information, such as credit card numbers or government identifiers, for security purposes. Also, QuickBooks supports the following file types:

• PDF,  JPEG, JPG, GIF, and PNG images.
• If you have a newer iPhone or iPad, the images might be in the HEIC format. Thus, convert HEIC images to a compatible format.
  
  

Once you're ready, let me walk you through the steps of uploading the receipt from your device or Google Drive. Here's how:

1. Log in to your company and navigate to the Transactions menu on the left panel to select Receipts.
2. On the Receipts screen, choose Upload from computer or Upload from Google Drive. Keep in mind each image of the file should only contain a single receipt.
   
   

After uploading the bills, they're not in your books yet. You'll have to review the transactions and match them to the ones in QuickBooks Online (QBO). For detailed instructions, go to Step 2 in this article: Upload your receipts to QBO. It includes the steps to bring your receipts using a mobile device or through email.

Refer to this article for more details about uploading bills from your computer, along with different ways to pay the entries: Enter and manage bills and bill payments in QuickBooks Online.

In case you need help with categorizing your entries and managing your bank or credit card account information, simply click on the links below for detailed guidance:

• Categorize online bank transactions in QuickBooks Online
• Reconcile an account in QuickBooks Online
  
  

Keep in touch if you're referring to something else or have additional concerns or questions about managing bills. The Community is always ready to provide the help you need.

@sophia-flatmed-o 

How many employee do you need to give the access uploading bills?

QBO doesn't have draft feature for vendor invoices. It would be good to have though.

There is one workaround for this. Ask your finance department to create a PO with all the info on the invoice and you can go in and review POs and covert them to bill.

All the information carries over to the vendor invoice however you will have to add vendor invoice number manually.