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Keeping track of business receipts can be a hassle—but QuickBooks Online makes it much easier. By uploading and matching your receipts directly to your transactions, you can save time, stay organized, and strengthen your audit trail.
In this post, we’ll walk through how to upload receipts to QuickBooks Online, how to match them to transactions, and why this small habit can make a big difference.
Why Upload Receipts in QuickBooks?
Uploading your receipts is more than just storing paperwork. It helps:
– Ensure accurate expense tracking
– Make audit preparation easier
– Support IRS documentation requirements
– Prevent duplicate or missing entries
Plus, QuickBooks can automatically extract key details like vendor, amount, and date using its receipt capture feature.
Ways to Upload Receipts to QBO
You have multiple options to get your receipts into QuickBooks:
1. Email to QuickBooks
– Each QuickBooks Online company has a unique email address.
– Forward your receipts to this address and QBO will create a transaction from the receipt.
2. Use the QuickBooks Mobile App
– Take a photo of the receipt with your phone.
– QuickBooks will read the receipt and either create a transaction or prepare it for matching.
3. Upload Directly via Web
– Go to the Banking or Transactions tab, then click on Receipts.
– Drag and drop or upload your scanned receipt files (QuickBooks Online supports uploading receipts in PDF, JPEG, JPG, GIF, and PNG formats.).
Tip: You can also scan and upload batch files if you keep digital copies of multiple receipts.
Matching Receipts to Transactions
After uploading, QuickBooks will try to match the receipt to an existing transaction in your bank feed.
How the Matching Works:
– If a bank transaction has already been downloaded and it matches the amount, vendor, and date from the receipt, QuickBooks will suggest a match.
– If no transaction exists yet, QuickBooks will create an expense transaction, which you can review and categorize.
Steps to Review and Match:
1. Go to Transactions > Receipts.
2. Review the extracted details (vendor, date, total, payment method).
3. If QuickBooks suggests a match, click Match.
4. If no match appears, click Review to add details manually or link it to the right transaction.
Best Practices for Managing Receipts in QBO
– Upload regularly: Snap or upload receipts as soon as you get them.
– Review suggested matches: Don’t approve matches blindly—confirm the details.
– Use the memo field: Add brief notes to explain purpose (e.g., “Client lunch”).
– Keep digital and paper copies organized if your industry requires physical storage.
Final Thoughts
Uploading and matching receipts in QuickBooks Online is a simple step that adds clarity and credibility to your bookkeeping. You’ll not only save time but also have cleaner records and better documentation for taxes or audits.
Next up in our series: exploring the benefits of connecting apps to QuickBooks to expand its power and flexibility.
Please Note:
QuickBooks Online has different versions (e.g., Simple Start, Essentials, Plus, Accountant). Some features or menu labels may vary slightly depending on your subscription level.
QuickBooks Online is regularly updated by Intuit. Features, menu labels, and workflows described in this post may change over time. Always refer to the latest guidance within your QuickBooks account or consult a professional for current information.
If you require additional assistance with QuickBooks, please feel free to contact us.