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dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

 
13 Comments 13
Jovychris_A
Moderator

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

Hello there, @dchambers.

 

Yes, you can create a custom email address so that they can forward images of their receipts and bills, even when they are on the go.

 

Here's how to create the custom email address:

  1. Go to the Banking menu or Transactions menu.
  2. Select the Receipts tab. 
  3. Select Customize email.
  4. Create a customized email address. It will have @qbodocs.com at the end.
  5. When you're ready, select Customize email and then Confirm. Note: Once you claim an email address, you can't change it.
  6. On the last screen, select the users who are allowed to forward emails to your new email address.

 

For steps 2 and 3, you can follow the instructions through this article: Email receipts and bills to QuickBooks Online. Also, make sure to read the notes in managing users and addresses.

 

Once done, you can then reimburse them and attach them to a job.

 

If you have subscribed to our payroll service, you can follow the steps through this article on how to reimburse your employees: Reimburse an employee.

 

Please feel free to leave a comment below if you have more questions. I'll be around to help. Have a great day!

Fiat Lux - ASIA
Level 15

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

@dchambers 

As another option, consider having an expense management app to integrate with your QBO.

dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

I prefer to utilize one tool to simply the process. However, in case it doesn’t work like I want, do you have a recommendation for an expense app?

dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

I prefer to use only one tool to simply things. However, if that doesn’t work the way I want, do you recommend an app that integrates?

dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

So, with this, I create an email address in QB. They snap pics and email me receipts or mileage reports. I can then reimburse and assign to a job? It’s really that simple? Is the receipt saved to the job invoice I want it to go to? What if it’s just gas or lunch for a prospect?

AlcaeusF
Moderator

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

Thank you for posting here in the Community, @dchambers.

 

Allow me to step in and provide additional information about handling receipts in QuickBooks Online.

 

Yes, you can create a customized email address ending with @qbodocs.com. However, please note that only users that you authorized will be able to forward receipts to us.

 

The forwarded receipts that we get will be moved to the account for you to review and add. For the detailed instructions, I suggest you visit the Email receipts and bills to QuickBooks Online article.

 

For third-party apps, since we can't suggest what you can use in this public forum, I recommend you visit the Intuit Apps section. From there, you can search for integrated apps and check reviews to know the feedback from other users.

 

Here's how:

 

  1. Log into your QuickBooks account.
  2. On the left panel, click Apps.
  3. Search for an app.
  4. Select the app.
  5. Go to the Reviews tab. 

I've also included an article you can use to handle your receipts, like how to categorize and match them in QuickBooks: Categorize and match online bank transactions in QuickBooks Online.

 

Please let me know if there is anything else I can do to help by clicking the Reply button below. Have a great day ahead.

Fiat Lux - ASIA
Level 15

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

@dchambers 

You may explore these apps to intregate with your QBO. 

https:// timesolv.idevaffiliate.com/222.html --- > no mileage tracker

http:// try.hbstf.co/32nwNr  ---> the mileage tracker feature is under development

 

dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

So, my husband (who is also the business owner and boss) said that our employees can download a QB apps and track mileage and scan receipts from there.  How does that work?

MirriamM
Moderator

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

It's good to see you again, @dchambers.

 

The mileage tracking feature in QuickBooks Online (QBO) is only available for master admins. 

 

To enable the mileage auto-tracking in the QBO Mobile App, here's how:

  1. Go to the Mileage tab. 
  2. Hit Auto-tracking.
  3. Toggle Auto-tracking on.

To learn more about this feature, check these links:

As for the receipts, you can enter, attach, and track expense receipts and bills you capture with your phone or email to QuickBooks.

 

For further information on Receipt Tracking in QBO, I recommend checking out these articles: 

If you have any other concerns, keep me posted by commenting below. I'm always around to answer it for you.

 

 

 

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dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

I don't see a mileage tab on the app.

MirriamM
Moderator

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

Thanks for keeping us updated, @dchambers

 

In order to turn on the Mileage tracking feature, please note that this can only be access by the Master Admin user. 

 

Here's what you'll need to do to turn on Mileage via the mobile app:

  1. Click the hamburger menu at the lower right hand. 
  2. Tap the All tab.
  3. Go to the Mileage section and hit Mileage
  4. Toggle Auto-tracking on.

If you're still unable to see the Mileage tab, I recommend checking the settings to verify if you're the Master Admin of the account. This could be the reason why you're unable to see it. 

 

Please keep me posted how things go on your end. I'm always here to help. Take care.

dchambers
Level 1

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

Two questions-How do I make sure I am Master Admin?  Is Master Admin the only one that can track mileage?  I want employees to be able to track their mileage.  Master Admin sounds like they'll have access to everything in QB.

MaryLandT
Moderator

I am new to Quickbooks, we have QB Plus. Can I give employees and contractors a way to upload receipts so that we can reimburse them and attach it to a job?

Good day to you, dchambers,

 

The Master Admin is basically the owner of the QuickBooks file who can control the entire subscription.

 

You'll want to navigate the Manage users settings to verify if you're the master admin of the account. Let me show you how:

  1. Go to Settings ⚙ and then Manage users.
  2. The first one in the list is the master admin of the account.

Also, you can add employees to they can track their mileage in QuickBooks Online. Simply click the Add user on the Manage users page and choose their role.

 

You can also refer to these articles to learn how to manage users:

Stay in touch if there's anything else you need. I'm always around to help.

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