Capture and Categorize Expense Receipts and Bills in QuickBooks Online

by James Antonio

Are you in between the mess of a lot of expense receipts and you have no idea what to do with them to sort the things out? Well, we understand your pain, it happens to the best of us.

But you can sort out your receipts and enter them in QuickBooks Online through various ways and categorize them. The feature will help you in organizing your expenses, save the e-receipts (you will not have to search for them anymore), track them better.

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Before we move any further, I want to let you know the three ways you can enter the receipts in QuickBooks Online:

  1. Uploading the expense receipts or images from your computer or google drive.
  2. Capturing the expense receipts or images from your mobile phone camera.
  3. Emailing the receipt or images to QuickBooks directly.

In this section, we will specifically discuss the process of capturing the receipts and then categorizing them in QuickBooks Online. Just to let you know, that you can use the receipt snap feature available in QuickBooks Online mobile app, which lets you click the pic on the expense receipts, and helps you enter your expenses even when you are travelling.

How to Capture and Categorize Expense Receipt in QuickBooks Online?

Let us now discuss capturing the expense receipt image through your mobile device in QuickBooks Online through a step-wise step process:

Capturing the Expense Receipt in QuickBooks Online

First of all, you should ensure that the QuickBooks Online mobile app is already installed on your iOS or Android device. After that, you can follow the below simple steps for capturing the receipt in QuickBooks Online:

Step 1. At first, open the QuickBooks Online mobile app and click on the menu icon.

Step 2. Now you need to click on the Receipt snap button.

Step 3. Once you have clicked on the receipt snap button, click on the receipt camera icon and click the picture of your expense receipt.

Step 4. After that, click on ‘Use this photo’ and then click on Done. Now, the QuickBooks will start a transaction on the basis of the captured receipt, you will have to categorize it later.

Now since we have already entered our expense receipt in QuickBooks Online with the help of capturing expense receipt process, a transaction has already been started by the QuickBooks on the basis of the captured receipt, let us now see how to categorize the expense receipt in QuickBooks Online:

Categorizing the Expense Receipts in QuickBooks Online

Once you have entered the expense receipt in QBO, you need to review, edit and categorize them. You can follow the below-sequenced steps to accomplish this:

Step 1. First of all, open QBO and go to the Banking or Transactions menu.

Step 2. Now you need to go to the receipt tab and choose the expense receipt to view its further details.

Step 3. In case the Action column against the expense receipt reflects the ‘review’ status, choose the expense receipt to make corrections if any and add missing info (if any).

Step 4. Now for categorizing the receipt, you will see there’s match status reflecting in Action column, which tells us that QuickBooks has recognized a transaction that matches the expense receipt.

Step 5. In that case, you should review the linked record and if you are satisfied that it is correct, you need to click on match to connect the expense receipt with the transaction.

Step 6. If in case, you don’t think that there is a matching transaction against the expense receipt, you can create an entirely new one by going to the Expense menu> Expense tab and then clicking on a ‘New’ transaction and then expense again.

Step 7. Once you have created a new expense, attach the receipt image to it.

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Let us now look into few Frequently asked questions from users end which will give us further visibility on the topic.

How can I upload or enter the receipt in QuickBooks Desktop?

You need to first click on the Vendor menu, after that click on receipt management. Now you need to choose the intuit account that you use for the company file. Now you can Drag and drop your receipts into QuickBooks or click on browse to upload the receipts from your computer or google drive. Now you need to select your expense receipts images and upload them.

Can you let me know how can I edit multiple transactions in QuickBooks Desktop?

First of all, Go to Banking and choose the banking page. Now you need to choose your bank account and click on the QuickBooks tab. And then, select the transactions that you want to edit and click on undo button against them. Now go to the ‘for review’ tab and choose the transactions that you want to put into the same category and click on Batch actions. After clicking on batch actions, modify them as required.

Can you let me know how can I enter the credit card fees in QuickBooks?

You need to first open QuickBooks and click on Lists and then choose Chart of Accounts. Now click on New on the Account drop-down. After that, select expense and click on continue, now enter the name of account. Once you have entered the name of the account click on save and close.

How can I receive online payment for a specific customer in QuickBooks Desktop?

You need to first go to the customer menu and click on customer centre. Now you need to locate the customer that you wish to turn on the online payment for and click on edit icon to edit their profile. Now you need to click on the payment settings. And after that, go to the online payment section, choose payment option that you want to turn on for this specific customer and click on OK.

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Frequently Asked Questions

 
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You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


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To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


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Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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