QuickBooks Online Receipt Capture can now import and categorize bills from the Receipts tab and is also free. Accountants, bookkeeping, and business owners are hoping for this facility and we no longer have additional costs. The same data extraction capability applied to capture receipts is used on bills.
The bill can be imported into QuickBooks in many ways, such as drag and drop, browse to upload email, and image upload. Imported data is processed by QuickBooks.
In my testing, this processing depends on the type of document sent, but overall, the process was fast, and Bill was ready to view and classify within five minutes. There were many pieces of data already extracted from the document that were data and dollar amounts but in my experience all other details needed to be entered.
One thing to keep in mind is that you cannot spend this time by line items. Instead, you can choose only one expense account per transaction. (If I was a betting girl, I’d say it works, but I don’t have any official word on it) However, you can add classes and billable customers.
How to Get Started:
- From the QBO Navigation Bar choose Banking Center
- Select the Receipts tab
- Drag and drop, email or upload a mobile image of the document to QuickBooks (1 file at a time)
- From the For Review section of the Receipts tab, you can see when the document is ready for review
- QuickBooks extracts, data including date and dollar amount
- Click on Review in the Action column
- Select Bill as Document Type (as shown highlighted in the red box)
- Enter the remaining details:
- Enter Payee
- Approve Bill date and enter a due date
- Select Account
- Verify the amount of total
- Additional Fields (optional)
- Make expenses billable
- Select Customer
- Add reference number
- Import into QuickBooks by Saving and Closing
Within seconds your document is coded and published into Receipt in QuickBooks pending payment. Like I said for now all you can add is an account but if you published the document to QBO you could later open it and edit to add required items if necessary. The last step in optimization is after you have posted the payment to the open bill you will be able to match the bank feeds in QBO if you have already imported your banking activity. This type of audit proofing your bookkeeping helps prevent fraud and assures accuracy.