How It Works
You can snap a photo of a receipt with your smartphone and attach it to an expense you record in QuickBooks Online's mobile app.
Open your QuickBooks Online mobile app and click the
plus (+) sign at the bottom, then tap the
Expense icon. The
New Expense screen will open. If you have a paper receipt, lay it flat on a table in a well-lit area. Click the camera icon and then the
Take Photo link. Your device's camera will open, and you'll see four squared corners on the edges of the screen.
(Alternatively, you can upload a photo already in your camera by selecting Choose Existing).
Hover your device over the receipt. You'll need to position the camera so the receipt area that you want captured appears within the four corners. QuickBooks Online will provide advice along the way to help you do this. When you're in the right place, you'll see the phrase,
Great! Snap the pic. Click the shutter icon below, and your device will snap the photo and display it. If you want to use it, click
Use this photo (if you want to try again, click the
X in the upper left of the screen).
QuickBooks Online will open the
screen. You'll see a miniature version of your receipt in the upper left corner. Looking at your original receipt, fill in the blanks with the data from the purchase. Be sure to click the
button if you can bill someone else for it. Make any notes you'll need in order to remind yourself of the transaction, and
Add a Split
if you need to divide the transaction between categories, customers or vendors, or billable status. Click
when you're done.
Once you've entered an expense in QuickBooks Online's mobile app, it will be synchronized with your desktop, browser-based version.
Of course, no duplicate data entry is required once you've entered a receipt in the QuickBooks Online mobile app - the two versions always update each other.
Once you're back at your desktop, on the browser-based version of QuickBooks Online, click
Expenses in the toolbar to open the
Expense Transactions screen. You should see the transaction you just created on your mobile device first in line on the list that displays. Click
View/Edit at the end of that line to see it. Look toward the bottom under
Item Details to see the link to an attachment that contains the photo you snapped of the receipt.
The record of the expense you entered on your mobile device will contain a link to an attachment that contains the photo of your receipt.
Of course, you don't have to take a picture of your receipt with your mobile device. You can simply enter the details of your expense and
Save the record.
QuickBooks Online's mobile app can help you save time and improve the accuracy of your work done away from the office.
If you need help using QuickBooks or QuickBooks Online (QBO), consultants at MBSG are happy to help.