Capture and categorize expense receipts and bills in QuickBooks Online

Learn how to enter, upload, and track expense receipts and bills you capture with your phone or send through email.

In QuickBooks Online, there are a few ways to enter and categorize expense receipts when you're on the go. You can upload receipt images from your computer's hard drive, capture and send them from your mobile device, and even email images to QuickBooks.

After you send images to QuickBooks, they show up in the Banking or Transactions menu, you’ll see the Receipts tab. This is where you categorize and track uploaded expense receipts and bills. Here's how to get expense receipts and bills into QuickBooks and manage everything.

Important: QuickBooks supports PDF, jpeg, jpg, gif, or png image formats. If you have a newer iPhone or iPad, your images may be in the HEIC format images. Check out Apple’s steps to convert HEIC images to a compatible format.

Step 1: Add receipts and bills into QuickBooks

There are a few ways you can add receipts. Follow whichever method you prefer.

Note: Don't send or store sensitive info. Use this feature for basic sales and purchase receipts. Don't store receipts with full credit card numbers, government identifiers, or health info.

Upload receipt and bill images from your computer's hard drive

  1. Open and sign in to QuickBooks online from a web browser.
  2. Go to the Banking menu or Transactions menu.
  3. Select the Receipts tab.
  4. Select Upload from computer. Or, drag and drop a receipt or bill image directly into QuickBooks Online. Note: Each image or file should only contain a single receipt or bill.

We’ll start a transaction for you based on the info in the image.  All you have to do is categorize it.

Capture receipt and bill on your mobile device

If you haven't already, install the QuickBooks Online app.

You can use the QuickBooks Online mobile app for iOS and Android to capture and upload receipt and bills images from your phone.

  1. Open the QuickBooks Online mobile app.
  2. Tap the Menu ≡ icon.
  3. Tap Receipt snap.
  4. Tap the camera icon and snap a photo of your receipt.
  5. Tap Done.

QuickBooks starts a transaction for you based on the captured info. All you have to do is categorize it.

Note: Does your Android device make a beeping sound when you capture receipts? Here's how to turn it off.

Email receipt and bill images to QuickBooks

You can email your receipts or bills to QuickBooks. We’ll start a transaction for you based on the info in the image.  All you have to do is categorize it.

Follow these steps to set up the email forwarding feature.

Step 2: Categorize, review, or match receipts and bills

Now you've uploaded or sent images of receipts and bills to QuickBooks. These aren't in your accounts yet. You need to review, edit, and match those to any existing transactions first:

  1. Go to the Banking menu or Transactions menu.
  2. Select the Receipts tab.
  3. Select a bill or receipt to see more details.
  4. If you see Review in the Action column, select it to make corrections or add missing info.

To categorize expenses and bills into the right account, follow the steps for your situation:

  • If you see Match in the Action column, it means QuickBooks thinks it matches a transaction you already entered. Review the Linked Record, this is the potential match. Select  Match to connect it to the uploaded expense or bill so QuickBooks doesn't record duplicates.
  • If you know there isn't a matching transaction, create a brand new expense or bill from the image. Go to the Expenses menu and select the Expenses tab. Select New transaction and then Expense. Create a new expense and attach the receipt or bill image.
  • If there are multiple matches, select Review. Compare the potential matches and select the correct matching transaction.