Upload Receipts into QuickBooks Online: a complete, easy guide

You searched for “Upload Receipts into QuickBooks Online” because you want a simple way to get proof of spend into your books without confusion. This guide shows the two primary upload methods, how to add receipts as transactions, how to attach them to existing entries, and how to move faster when volume is high.

Who this guide is for

• Small business owners or office admins using QuickBooks Online

• New bookkeepers setting up a receipts process

• Controllers who want a clean, repeatable workflow

• Cleanup and migration specialists with a backlog

Quick answer: the two ways to upload a receipt to QuickBooks Online

1. Upload on the web using the Receipts page

2. Capture with the QuickBooks mobile app using Receipt Capture

There is also a helpful third option. You can forward receipts by email to your company’s unique QuickBooks address. Use this as a backup or for vendors that email receipts.

Method 1: upload a receipt on the web

1. Go to Bookkeeping or Transactions and open Receipts

2. Click Upload from computer and select a PDF or image

3. QuickBooks reads the receipt and creates a draft

4. Open the draft and confirm vendor, date, amount, category, and tax

5. Save it as an Expense or a Bill if you will pay later

Tips

• Use clear, flat scans. Avoid shadows and folded pages

• Keep vendor names consistent so suggestions improve over time

• If the bank feed already shows the charge, you will match it later

Method 2: capture a receipt with the mobile app

1. Open the QuickBooks mobile app

2. Tap Receipt capture and take a clear photo

3. Review vendor, category, tax, and any class or location

4. Save as an Expense or a Bill

5. When the bank line imports, choose Match to avoid duplicates

Tips

• Fill the frame, good light, flat surface

• Retake if the image is blurry

• Add a memo for quick context later

Optional method: forward receipts by email

1. In the Receipts page, copy your company’s email-in address

2. Forward vendor emails or scans to that address

3. Open Receipts and review the drafts

4. Confirm details and save

Use email-in when vendors send auto receipts or when staff are in the field.

How to add receipts in QuickBooks Online

You can create either an Expense or a Bill.

• Expense when the payment has already happened

• Bill when you will pay later and want it in Accounts Payable

Steps

1. Create or open the Expense or Bill

2. Click Attach, add the receipt file

3. Confirm vendor, category, tax, and payment account

4. Save

Good habits

• Use the same vendor naming across all entries

• Turn on sales tax and pick the right rate if you track tax

• Add class or project if you use job costing

How to attach receipts to transactions in QuickBooks Online

Attach from the Banking page

1. Go to Banking

2. Find the bank line for the purchase

3. If you already created the Expense, click Match

4. If not, click Add and Attach the receipt file before saving

5. Use Split if the receipt covers more than one category

Attach from an existing transaction

1. Open the Expense or Bill

2. Click Attach and add the PDF or image

3. Save

Match vs Add

• Use Match when the transaction already exists

• Use Add when you are creating a new one from the bank line

QBO Receipt Capture in simple terms

• Takes a photo or upload of a receipt

• Reads vendor, date, amount, and sometimes tax

• Creates a draft transaction for you to review

• Lets you attach the image for audit and history

Receipt Capture is best for daily use and small batches. For high volume or backlogs, you will want batch tools.

When volume grows, use SaasAnt to speed up the work

If you have many receipts or a mixed pile of PDFs and images, SaasAnt helps you clear them in one pass.

What SaasAnt does

• Batch upload receipts from folders or shared drives

• AI extracts vendor, date, amount, and tax

• Suggests category, class, and payee based on your patterns

• Shows all drafts in one table so you can review exceptions quickly

• Syncs to QuickBooks Online all at once or line by line

Why this helps

• Fewer clicks per 100 receipts

• Consistent vendor naming and categories

• Lower duplicate risk by matching during sync

• Cleaner reconciliations because images are already attached

A simple SaasAnt flow

1. Gather the month’s receipts

2. Upload the whole batch to SaasAnt

3. Review suggested vendor, category, tax, class

4. Fix the few that need attention and apply splits

5. Sync to the right QuickBooks account

6. In QuickBooks, match bank lines and reconcile

Common problems and quick fixes

• Duplicates
  If you created an Expense and also see the bank line, choose Match, not Add

• Wrong vendor or category
  Standardize vendor names and set bank rules for repeat merchants

• Split receipts
  Use Split for fuel plus tolls or any multi category receipt

• Sales tax
  Turn on tax and pick the right rate. Be consistent by vendor

• Poor image quality
  Retake in good light, flat surface, no shadows

• Foreign currency
  Confirm the account currency before posting

Fast setup checklist

• Decide who uploads and who reviews

• Turn on Receipt Capture in QuickBooks

• Standardize vendor naming and categories

• Set bank rules for common merchants

• Reconcile monthly and attach statements to the period

Who benefits and how

• Owners and admins
  Simple steps, fewer clicks, clear records

• Bookkeepers and CAS firms
  Faster month end, better margins on cleanup work

• Controllers
  Short exception queues, predictable closes

• Cleanup and migration teams
  Clear backlogs from PDFs and images before you set rules

FAQs

Which two methods can I use to upload a receipt to QuickBooks Online
Upload on the web Receipts page or use the mobile Receipt Capture in the app. Email-in is a helpful third option.

How do I add receipts in QuickBooks Online
Create an Expense or a Bill, attach the receipt, confirm vendor, category, and tax, then save.

How do I attach a receipt to a transaction
From Banking, match an existing Expense or attach the image before adding. Or open the transaction and click Attach.

Will SaasAnt replace invoices or bills
No. Receipts become Expenses. Keep using invoices and bills where needed, then match payments.

How do I avoid duplicates
Use tight date ranges, keep duplicate checks on in SaasAnt, and in QuickBooks choose Match when a transaction already exists.

Wrap up

For a few receipts, use QuickBooks Receipt Capture on web or mobile. Review, attach, match, and reconcile.
For many receipts or a backlog, use SaasAnt to process in bulk with suggestions and a single review screen, then sync to QuickBooks Online.
Your month end stays on schedule and your records stay audit ready.