Receipt Capture Guide

Transforming how we manage expenses. Streamline your workflow by capturing receipts directly into QuickBooks Online.

The Workflow

Receipt/Bill

Choose Method
(App, Email, Upload)

QuickBooks
Receipts Tab

Bank Transaction
Match

Best for: Capturing physical receipts on the go using your smartphone.

Open the QuickBooks Online App
Launch the app on your mobile device and navigate to the Menu via the sandwich icon.
Select 'Snap Receipt'
Tap on the Receipt Snap feature from the menu or quick actions dashboard.
Capture & Review
Align the receipt within the frame and snap the photo. Ensure the Total Amount, Date, and Vendor are clearly visible.
Upload
Confirm the image is clear and tap Use this photo to upload it directly to the 'Receipts' tab for processing.

Best for: Digital receipts received via email (e.g., software subscriptions, online purchases).

Prepare the Email
Open the email containing the receipt. Ensure the receipt is either in the body of the email or attached as a PDF/Image.
Forward to Custom Address
Forward the email to our dedicated QuickBooks receipt address:
receipts@quickbooks.doc
Note: If you haven't registered your email yet, please contact the admin.
Confirmation
You will receive a confirmation that the receipt has been received and is processing in the 'Receipts' tab.

Best for: Batch processing scanned documents or downloads from your computer.

Navigate to Receipts
Log in to QuickBooks Online on your desktop. Go to Bookkeeping > Transactions > Receipts.
Upload Files
Drag and drop your files into the upload area or click Upload from computer.
Review Data
Once uploaded, the system will extract data. Review the extracted fields for accuracy.

Unlike merely storing a receipt, QBO allows you to match the receipt to the actual bank transaction.

After uploading, go to the Banking tab.
Find the expense transaction in the bank feed.
If QBO recognizes the amount and date, it will suggest a "Match" with the receipt you just uploaded.
Click "Match" to link the document to the expense permanently. This is audit-proof!