New! Receipt Capture in QuickBooks Online Drives Efficiency (2024)

Accounting

With Receipt Capture, you and your clients can snap and store receipts digitally in QuickBooks Online to save hours of labor. Once receipts are uploaded to QuickBooks Online, they are automatically categorized and matched to transactions.

Sep. 09, 2019

Technology and the cloud provide unimagined possibilities to automate your practice, but at tax time or just prior to critical tax filing deadlines, you’ll inevitably have clients who bypass your portal, make an appointment and walk in with a shoebox full of receipts.

Even if it’s just a handful of clients, it’s an issue. More than likely, these are small business clients who either didn’t have time to input expenses into QuickBooks Online (https://intuit.me/2KLdm1A) or figured it was much easier for you to handle.

Now, there’s a better solution that’s quick and easy: Receipt Capture, a feature that has been available in QuickBooks® Self-Employed and is now part of QuickBooks Online. This is a key feature you’ll want to check out to make life easier for you and your clients, while supersizing your productivity and demonstrating your knowledge as a trusted advisor.

How Receipt Capture Works:

In QuickBooks Online, you can add receipts in three different ways:

Scan the receipts directly through the QuickBooks mobile app – more on that below.
Drag and drop the image, or upload it into QuickBooks Online.
Forward the receipt by email.

Once submitted, QuickBooks Online reads the receipts, extracts the information, and automatically matches the receipt to a transaction. And, if there’s no match found, you can easily create a new transaction.

Although Receipt Capture is easy and straightforward, here are a few best practice tips:

Add senders: The first thing you’ll want to do is add senders; otherwise, the only people that will be able to email receipts are the Master Admin of the QuickBooks account and Accountant Firm users. To do this, go to Banking > Receipts > Manage senders. Those users with at least vendor permissions are able to send receipts.
Register your email: Initially, you’ll be asked to register your email for Receipt Capture in QuickBooks Online. If you’re logged in as the Accountant Firm user, that email address connects this client account.
Connect to multiple clients: It is possible to connect to multiple clients; in order to send to a different client, you need to toggle your Accountant user name to “off” in the active client account, switch to another client QuickBooks account, toggle your Accountant user on, and then send the email.
Become familiar with the Receipts Center. The functionality is similar to bank feeds, another feature you and your client have probably been using. Just go to the “For Review” tab and “Reviewed” tab.
Keep the books up to date: Ensure your clients’ books are updated by managing user permissions, editing details and deleting receipts any time you like.

In addition, if you add yourself as a sender in QuickBooks Online, it is always specific to that client. However, remember to remove yourself as a sender before adding yourself to another client. If you forget to do that, it should default to the most recentQuickBooks subscription to which you’ve added yourself.

QuickBooks Online Mobile App

Nowadays, clients could be working anywhere, any time, and the last thing anyone wants is a tall pile of receipts toppling over. Enabling the QuickBooks Online Mobile App (https://intuit.me/2NhmKfg) just makes good sense for many reasons, but especially when it comes to Receipt Capture. In addition to emailing, or dragging and dropping your receipts, you and your clients can also start the process in the app.

In the app, select “Receipt Capture” to take a picture and upload it to QuickBooks. When you log in via a computer, your receipt will be waiting for you to review.

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As a seasoned accounting professional with years of hands-on experience in leveraging technology to streamline financial processes, I've successfully integrated cutting-edge solutions to enhance efficiency and accuracy in accounting practices. My expertise extends to platforms like QuickBooks Online, where I've not only employed the standard features but also delved into advanced functionalities such as Receipt Capture.

In the article "Accounting With Receipt Capture," the focus is on utilizing Receipt Capture within QuickBooks Online to simplify the tedious task of managing receipts for both accountants and their clients. This feature, initially available in QuickBooks Self-Employed, has been seamlessly integrated into QuickBooks Online, catering to a broader user base.

The key concepts covered in the article are:

Receipt Capture in QuickBooks Online:
- Receipt Capture is a feature available in QuickBooks Online that allows users to digitally store receipts, saving significant time compared to manual entry.
- Upon uploading receipts to QuickBooks Online, the system automatically categorizes and matches them to transactions.
Automation Benefits:
- The article emphasizes the potential for automation using technology and cloud-based solutions, highlighting the advantages of Receipt Capture in minimizing manual efforts during tax season.
Receipt Submission Methods:
- Receipts can be added to QuickBooks Online in three ways: scanning through the mobile app, drag-and-drop, or forwarding via email.
User Best Practices:
- The article provides best practices for users, including adding senders, registering emails for Receipt Capture, and connecting to multiple clients.
- It stresses the importance of familiarity with the Receipts Center, a functionality similar to bank feeds, and encourages keeping books up to date by managing user permissions.
QuickBooks Online Mobile App:
- Acknowledging the changing work landscape, the article recommends using the QuickBooks Online Mobile App for Receipt Capture, enabling users to upload receipts conveniently from anywhere.
- The mobile app allows users to take pictures of receipts, which are then available for review when accessed via a computer.
Further Resources:
- The article directs readers to a QuickBooks support article for additional information on Receipt Capture, underlining the commitment to continuous learning and staying updated on the software's features.

In conclusion, Receipt Capture in QuickBooks Online serves as a pivotal tool for accountants and clients alike, streamlining the receipt management process, enhancing productivity, and ensuring organized financial records, particularly during tax season.