QuickBooks Online - Upload, Classify, and Reconcile Receipts

[@denooski46]

I am brand new to QB and am a user with my grandson's account. Your instructions were really clear and your voice was clear as well. Sometimes I will go to a video, and the speaker's voice is so low that I have to move on to another one. So thank you very much, it was most helpful.

[@HectorGarciaCPA]

Thank you!

[@FinePointsBookkeeping]

Thanks for this video--very helpful. I'm excited to start using this feature... I hate organizing paper receipts.

[@HectorGarciaCPA]

Me too

[@robineyewindows8027]

How do you attach the receipt that didn't match (after reviewing an fixing and saved) to already existing expense on Mastercard?

[@timbaker6108]

Hector, I am more for dealing with the bank downloads and/or inputting transactions first as there are normally workflows around that to ensure transactions are being entered correctly and more information is being captured than the receipt capture can handle (such as spit transactions, categories, customers, etc).

[@HectorGarciaCPA]

I think this feature will evolve and converge with banking at some point. Remember that in US we don’t deal with VAT, and in other countries they need to extract VAT (Sales Tax) from some of the Receipts... which is where this stuff is more valuable.

[@mahdavimail]

Although they are advertising a lot but looks like QBO is very immature! They should have solved the problems way before. I hate that I can't save the receipt for later. It forces me to make an expense and when it appears in bank transactions I have two separate expense for the same transaction 😤 June 2022 still the same problem exists

[@patriciakassel2247]

I need to attach receipts to a Project. I didn't see a Customer/Project field to assign the expense to when the receipt is uploaded. How do I achieve this in both scenarios you went through (creating transaction from a receipt or attaching a receipt to a transaction that came through the bank feed)?

[@toofree2care]

Can you use Receipt Capture for your personally paid expenses (ie cash or out of owners bank account)? Or do you need to do a journal entry then scan in the receipts separate and attach to journal entry?

[@bobmarylowe8136]

Very informative videos! I'd like to go back and scan receipts for transactions already in my credit card register. Besides the date and amount, do I need to add other information in order for QB to find matches to the entries already in the register?

[@vernonfergusoniii4169]

How do you go about adding a receipt that was in cash but that was in mexican peso?

[@davidsalmeron6663]

buenas tardes hector diculpa para descargar o anexar operaciones de a;os hacia atras por ejemplo 2015 como puedo hacer

[@ManuelAFong]

Hi Hector thanks a lot for all your videos. How do you add diferrent categories for one vendor. Like walkmart. Thanks a lot.

[@gila815]

can I add a memo while uploading from my phone?

[@youniqueboutique2134]

Snapped a picture of a document. It does not sho within Receipt Management. Where do documents go?

[@HectorGarciaCPA]

It should be in the attachments screen in QuickBooks Online

[@heatherann4390]

What if the receipt is not a pdf and is a scanned receipt in a picture format? I normally just attach the scanned receipt to the bank transaction.

[@HectorGarciaCPA]

PDF is best

[@SLCKaled]

if we use the email option is there a way to put text keywords on the subject or on the body so that when QB receives the image it helps it identify it correctly? also is there a way to have the receipts REprocessed?

[@HectorGarciaCPA]

I don’t think you can do that

[@kristystephens7637]

If using receipt app can you limit QB account access for employees? I have not downloaded app but curious if its a separate piece of QB or is it show all accounts, info to everyone using the app? We just want to limit and not let anyone make changes to the chart of accounts etc.

[@rhondadavis8012]

Hi Hector, I wan all transactions for my credit card to have a receipt attached. If i enter the transactions from my bank feed into the register, is there a way to know which transactions in my register do not have an attached receipt? Thanks for your help. Rhonda Davis

[@HectorGarciaCPA]

There is no report that can do that now :(

[@djnaydee]

Hey bro, your website does not load. Mentions something about an SSL Non-secure problem.

[@HectorGarciaCPA]

DJ Naydee try again... I have an issue with the www.

[@businessaccounting]

Thanks for the info, this is not released in the UK yet, unfortunately.

[@HectorGarciaCPA]

Business Accounting Ltd might be a US only thing for now..

[@belindalguerrero9684]

After 6 hours of trying to figure out the receipts feature in banking tab; i called the quick books company. unfortunately, not too helpful other than they provided a link to one of your older videos. Luckily i found this video and it makes a lot more sense know. so if i understand correctly, upload receipts, review each one and create expense. then hopefully the for review in the bank tab will match them and attach receipt. One question; can i split an expense from the receipts for review tab?

[@HectorGarciaCPA]

Belinda Guerrero thats right... you have to split it AFTER entering them

[@gsmith1756]

I have a match with the receipt and the expense, using the App. But I need to edit the transaction. Is the only way to do this is go to the register, find the transaction (not in feeds anymore), and make the edits? change the category etc...Isn't there a way to do this in the receipts tab? the Edit receipt details link does not make the edit in the register. when I go over to check, it remains unchanged and I still have to edit the transaction.

[@HectorGarciaCPA]

G Smith the receipts tab is not meant to do categorization if it is going to be a match d against a transaction previously entered. Match means it will just attach itself to the original transaction. If you want to categorize from the Receipts screen, then you can start entering it in there; and THEN match it from Bank feeds (AFTER IT HAS BEEN ENTERED AS A RECEIPT)

[@cynthiahartley7277]

Hi Hector, How do I indicate a bank/credit account in receipts if I paid cash for a purchase? It won't let me select "Owner's Contribution" which is what I use to account for items paid with cash.

[@HectorGarciaCPA]

You would need to create a “petty cash” account

[@cynthiahartley7277]

@@HectorGarciaCPA Excellent! Thank you!

[@Anthony_Culotta]

How does this work for very long receipts.

[@HectorGarciaCPA]

As long as it can read it…. But if its too long, won’t work

[@chloec8341]

Hello, how would you connect a receipt to an existing expense when Quickbooks does not match them automatically? I can't seem to find the option to search through expenses and to connect both of them. Would the best option be to just delete that receipt and enter it directly on the expense? Thank you!

[@HectorGarciaCPA]

Just attach it to the expense. No need to use the receipt workflow

[@dwmech011]

Is there a way to create a "bill" from receipt capture rather than an "expense"?

[@HectorGarciaCPA]

No

[@maikafernandez6686]

Hola Hector , una consulta mas, tengo unos movimientos del banco que son para compensar entre cuentas, y no se como deberia hacerlo, crear una cuenta que tampoco se exactamente con que nombre , para hacer compensacion de facturas . Muchas gracias !!!

[@HectorGarciaCPA]

Es una transferencia entre cuentas.

[@Brenda-xt6xl]

Is there a way to tie multiple transactions to one invoice? In the case that 1 invoice was paid for in installments. Or would it be better to add each transaction to expenses and then attach the pdf?

[@HectorGarciaCPA]

Create a bill and partially pay it each time.

[@financetips]

Hi. This feature is not yet in the South African version. Do you think it will replace Reciept Bank? I love that you can select a Product! #CFOhire loves your videos.

[@HectorGarciaCPA]

I don’t know what the ZA roadmap looks like.

[@officeillinado6213]

thanks for the videos, they're very helpful. Is there a way to split a receipt which has been emailed to QB to apply it to tow different jobs?

[@HectorGarciaCPA]

After you enter it, then you edit it and split it

[@joebrito5734]

Hey Hector, I was wondering if it would be possible to use this feature with reimbursements? The way I do reimbursements in QBO is via editing the pay section in their worker profile and adding the reimbursable amount to their pay. A transaction is never recorded for the reimbursement, only the net amount in the books, therefore, would this feature be able to match reimbursements if no transaction is ever created?

[@HectorGarciaCPA]

No.. is not ideal for Expense Reports

[@scarlett6896]

does this feature exsist in 2018 edition? if not how would you do this on 2018 edition?

[@HectorGarciaCPA]

This is for QuickBooks ONLINE... so If yours has a year number, it’s probably Desktop

[@ozlemevadavis8238]

You are phenomenal. Thank you again for a great video. Do you know of a way that we can have our contractors submit their receipts so we can not only pay them but also turn around and invoice these receipts to our customers as billable expenses? I have not been able to find a user access option where contractors can capture receipts while not being able to see our company’s financial data/dashboard.

[@HectorGarciaCPA]

Ozlem Eva Davis there is no internal function like this in QB... take a look at Bill.com

[@ozlemevadavis8238]

Hector Garcia CPA thank you!

[@antegas]

Una pregunta. Se puede trabajar con Quickbook desde la nube a ver si lo terminó de aprender y ofrecer mis servicios online desde Venezuela.

[@HectorGarciaCPA]

este QuickBooks es todo online

[@amandajames5676]

Hi Hector! I got a little confused when you described the ideal order for matching receipts to their respective transactions. Should I go assign all of my credit card transactions first (within the banking section) and then upload the receipts? Or should I upload & assign the receipts first and match them to expenses as I am going through each line for review within the banking section? Thanks!

[@HectorGarciaCPA]

Receipts first.

[@amandajames5676]

@@HectorGarciaCPA Thanks!

[@firashindeleh7901]

Hi Hector, is there a way to write one reimbursement check for multiple receipts (i.e split the check into multiple receipts)?

[@HectorGarciaCPA]

No

[@colbyblack9679]

Hector, I am an Accountant user, in QBO AND I have my own business books on QBO- do you know of a solution of how to get my business email removed from my clients receipt capture? I accidentally verified my email while in a client file - now Im concerned (as you can imagine) how i can email receipts for my own company as to keep them seperate.

[@HectorGarciaCPA]

You might need to call support for this, I have not seen a solution for this.

[@paulbruck8944]

If I have employees that I want to be able to add receipt via the app, will they all be able to see/access all QB data if using phone app? Or can it be set up to just let them enter receipts without seeing all the company's QB information?

[@HectorGarciaCPA]

if they have access to the app they can see most of the data.. there is no "receipt-only" access for employees

[@paulbruck8944]

@@HectorGarciaCPA Thank you!

[@kev123ify]

Hector, if I set up an email for all employees to send receipts to and allow quickbooks to forward receipts from that email. Will that work?

[@HectorGarciaCPA]

kev123ify they all need to come from the same email.

[@danielokane3482]

Can't you also just (1) add new EXPENSE (2) take photo of EXPENSE receipt within EXPENSE menu on phone and save a step?

[@HectorGarciaCPA]

With the phone app you mean?

[@danielokane3482]

@@HectorGarciaCPA yes

[@HectorGarciaCPA]

@@danielokane3482 I have not played too much with all the possible scenarios with the app

[@adpuf01]

Hi!! Thank you so much for your video I found it very helpful but I am a little confused. I am helping a family member track all of his receipts etc for his business. I snapped a picture of a few of his receipts and it is asking me to make a selection for the bank / credit account? What would I select? I have selected a few different things and when I click create expense, it keeps telling me something's not quite right. You need to select a different type of account for this transaction There is no bank account linked to his QuickBooks. He pays cash for all of his purchases.

[@HectorGarciaCPA]

Andrea P same account used to make the expenditure

[@wherethecoffeethingsare2051]

@@HectorGarciaCPA I'm unclear what you mean by that Hector :) love your video! I also get this problem when choosing accounts section of each recipt... I'm trying to mark off an event fee/ insurance fee as an expense but there are two places to choose account. Do you know the purpose of these two spaces?

[@sunilheda]

Can one snap using phone two pages of receipt (actual receipt and credit card receipt) both of which pertain to one expense?

[@HectorGarciaCPA]

I don’t think so.

[@sunilheda]

Very prompt response. What tool do you use to track the questions and responses to so many viewer questions!?

[@HectorGarciaCPA]

Sunil Heda, CPA-US regular KZbin app for my iphone

[@antegas]

Que hubo! Bro saludos desde tú Patria Venezuela. Ya le di Like (thumb up) a tu vídeo para seguir apoyando.

[@HectorGarciaCPA]

gracias

[@bcyaaftow]

Hector, I sent an email with an attachment to my @qbodocs.com email address, but the only thing that comes through is the attachment and not the body of the email. I really want the body of the email to come through as well because it has some important notes. Anyway to show the body of the email as well?

[@HectorGarciaCPA]

Not possible