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Can I have multiple users scan in expense receipts then run expenses by user so I know who bought what amount$

I want to use the scan receipts function with multiple users but I need to be able to run a total expense report and expense by user, is it possible to run expenses by user?

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QuickBooks Team

Re: Can I have multiple users scan in expense receipts then run expenses by user so I know who bo...

I’m happy to see you in the Online Community, alabamarolltide.


Yes, you can add multiple users to scan expense receipts in QuickBooks. Make sure to provide their specific role so they can access the Receipts page.

 

Here's how:

 

  1. Navigate to the Gear icon in the upper right hand to pick the Manage Users menu.
  2. Tap the Add user button to assign a role.
  3. In the Select user type window, mark the radio button for the specific access rights you want to assign and then click Next.
  4. On the next page, you’ll see a list of privileges the user can perform in QuickBooks. The information displayed depends on the user role selected.
  5. After reviewing, hit Next and then follow the on-screen instructions to finish setting up the users.
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The expense by user report is unavailable at this time. However, the Audit Log Report can help show who created and modified transactions in your account.


To know who buys from your business and the amount, let’s run the Transaction List by Customer Report. This will show all customer-related transactions such as invoices, customer payments, etc.


Here’s how to open it:

 

  1. From the left panel of your company, choose the Reports tab to access the Reports page.
  2. Type in Transaction List by Customer in the Search field.
  3. Once the report opens, select the Customize tab if you want to filter the data and then hit the Run Report menu to reflect the changes.


For further information about the Receipts feature, such as how to add or email the transaction, supported file types, and steps to match the information, check out this article: Manage your receipts in the Receipts tab.


Please know I’m always here if you need help. Leave me a comment, and I’ll jump right back in to assist further. Have a great weekend ahead.

 

Not applicable

Re: Can I have multiple users scan in expense receipts then run expenses by user so I know who bo...

Thanks for the reply, but I need to be able to see expenses entered by user, that is the only way to track and divide business expenses by partner for tax purposes when expenses are not split 50/50 but actual expenses by partner.

QuickBooks Team

Re: Can I have multiple users scan in expense receipts then run expenses by user so I know who bo...

Thanks for getting back to us, @alabamarolltide. I'm here to provide additional information about how you can view which user entered expenses in your account.

 

You can view your Audit History to see what, when, and who made the changes made on a specific transaction. You'll need to have full access rights of the account to be able to view it. Here's how:

 

  1. Go to Settings icon at the top right.
  2. Select Audit Log.
  3. Click Filter.
  4. Use the fields on the Filter panel to choose the appropriate UserDate, or Events filter to narrow the results.
  5. Click the Apply button.

 

I've also attached a helpful article that you can use as a reference. Read through and learn about the audit log. It also includes a quick video clip that will show you how to use it.

 

Feel free to message us again if you have more questions. We're always here to assist you.

 

 

 

 

 

 

Not applicable

Re: Can I have multiple users scan in expense receipts then run expenses by user so I know who bo...

So, are you saying I need to pull the audit trail and manually add up expenses by user? This doesn't sound too appealing. There has to be a way to get a report of expenses by user?

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QuickBooks Team

Re: Can I have multiple users scan in expense receipts then run expenses by user so I know who bo...

Hi @alabamarolltide,

 

As of the moment, there isn't an option to customize a report to show your expense transactions entered by users.

 

In the meantime, you can consider following the workaround shared by my colleague about pulling up your expense transactions from your Audit Log report.

 

But don't worry, I'll pass along your request to our product developers. This way, they'll be able to know your need for a report of your expense transactions entered by different users.

 

In addition, I'd also recommend checking our QuickBooks Online Blog so you'll be updated with the all-new features and product enhancement that our developers are working on.

 

In case you need some tips and related articles for future use, you can always visit our QuickBooks Online Help Articles page for reference.

 

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready t help.

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