01
Connect the inboxes where documents arrive
Add Gmail, Outlook, Microsoft 365, or another IMAP inbox without changing how suppliers email you.
Receiptor for QuickBooks Online
A QuickBooks receipt scanner that starts with email.
Receiptor collects documents from Gmail, Outlook, IMAP, and your other connected sources, checks QuickBooks for an existing transaction first, and files the right accounting record with the original attached. Use it for new or historical receipts, including WhatsApp, iMessage, and uploads. When a decision needs you, it asks instead of guessing.
Gmail, Outlook, and IMAP
Match existing records first
Bills, Expenses, and payments
Original documents attached
Incoming evidence
Invoice + card receipt
Linked as one purchase
Filed in QuickBooks
Bill
Original invoice attached
Payment
Card account resolved
From email to QuickBooks
Keep the inbox. Remove the downloading and re-entry.
Suppliers keep emailing documents as usual. Receiptor turns those messages into an accounting workflow that preserves the source document and respects your QuickBooks setup.
02
Collect new and historical documents
Monitor connected inboxes for new receipts and invoices, or run a Retroactive Scan when you need to recover older documents.
03
Extract the accounting evidence
Receiptor reads the document, organizes its supplier, dates, totals, tax, currency, and line items, and keeps the original file.
04
Match and file it in QuickBooks
The QuickBooks workflow checks for an existing Bill or Expense first, then attaches the evidence or creates the appropriate record.
The right QuickBooks record
Keep the accounting record QuickBooks already has.
A verified existing Bill or Expense comes first. The documents guide what Receiptor creates only when no matching QuickBooks record exists.
Supplier invoice
Bill
Receiptor creates or matches the supplier Bill and attaches the original invoice.
Confirmed paid receipt
Expense
Clear payment evidence can be filed as an Expense against the right bank or credit-card account.
Invoice with payment evidence
Bill + payment
The invoice remains the Bill, while linked payment evidence completes the settlement workflow.
Transaction already exists
Match + attach
Receiptor keeps one verified QuickBooks Bill or Expense and attaches the missing evidence instead of creating another transaction.
Match before create
Keep the QuickBooks record you already have.
Before creating anything, Receiptor looks for the transaction using amount, currency, date, reference, and the available tax, subtotal, and vendor evidence.
One verified match receives only the missing evidence and safe remaining payment. If several records remain plausible, or both a Bill and Expense match, the export stops for review.
1
Check QuickBooks first
Search the connected company for an existing Bill or Expense.
2
Retain a verified match
Keep the existing transaction and attach the missing evidence.
3
Create only when needed
Use the reconciled documents to create one Bill or Expense.
4
Escalate ambiguity
Show the conflicting accounting evidence instead of guessing.
Your QuickBooks setup
Automation that respects how you keep the books.
Configure each QuickBooks company once. Receiptor applies those choices every time an export runs.
One QuickBooks company per business
Connect multiple QuickBooks companies while keeping each business's chart, currency, settings, and exports separate.
Your chart of accounts
Import the QuickBooks chart and let Receiptor categorize automatically, honor an explicit category, or ask when no safe account exists.
Line items that reconcile
Keep individual items and adjustments when detail matters, or merge them into a concise summary when that suits your books.
Tax choices with safeguards
Receiptor checks extracted tax evidence against the active QuickBooks tax treatments and pauses when the accounting meaning is ambiguous.
Payment accounts
Map cards and payment methods to live QuickBooks bank or credit-card accounts and recheck them before every payment or Expense.
Currency-aware exports
Receiptor respects the connected company's home-currency and multi-currency settings instead of silently posting an incompatible transaction.
No-match timing
Choose per company whether Receiptor creates a missing Bill or Expense after its checks, or searches again after 1 hour, 1 day, and 1 week.
Review without guesswork
Receiptor pauses when the accounting decision matters.
Resolve the question from Export Activity. Reusable account and tax choices can be saved when the evidence supports them, reducing interruptions over time.
- More than one Bill or Expense could be the right match, or both transaction types match.
- A paid transaction needs a QuickBooks bank or credit-card account and no safe mapping exists yet.
- The extracted tax evidence maps to several QuickBooks tax treatments with different reporting meaning.
- The vendor, expense account, currency, or linked payment evidence is not safe enough to choose automatically.
QuickBooks FAQ
Questions to answer before you connect.
Can you scan receipts into QuickBooks Online?
Yes. Receiptor works as a QuickBooks receipt scanner for documents from email, WhatsApp, iMessage, and uploads. It extracts the accounting details, checks for an existing Bill or Expense, and attaches the source document to the matched or newly created record.
Can Receiptor send receipts from email to QuickBooks?
Yes. Connect Gmail, Outlook, Microsoft 365, or an IMAP inbox to collect receipts and invoices. Receiptor extracts the accounting evidence, checks the connected QuickBooks company for an existing Bill or Expense, and then attaches the document or creates the appropriate record according to your export settings.
How does Receiptor decide between a Bill and an Expense?
Receiptor checks QuickBooks for a verified existing transaction first. If exactly one matching Bill or Expense exists, it keeps that record and attaches the evidence. When no match exists, supplier invoices become Bills and confirmed paid receipt-only purchases become Expenses.
What happens when an invoice and receipt belong to the same purchase?
Receiptor keeps the invoice as one QuickBooks Bill and attaches both documents. When the linked payment evidence is safe, it records only the missing Bill payment instead of creating a second Expense.
Will Receiptor create duplicate transactions in QuickBooks?
Receiptor searches for an existing Bill or Expense before creating one. A sole verified match receives the missing attachment, while several plausible matches, or both transaction types, stop for review. Retries recheck QuickBooks and reuse verified work instead of blindly repeating it.
What happens when no existing transaction matches?
For each QuickBooks company, you can create the appropriate Bill or Expense after the matching checks finish or wait for another workflow to create it. In wait mode, Receiptor searches again after 1 hour, 1 day, and 1 week, then asks whether to create it now or search again.
Does the original receipt or invoice stay attached?
Yes. Receiptor uploads the original document to the matched or newly created QuickBooks transaction so the entry and its source evidence stay together.
Can I connect more than one QuickBooks company?
Yes. Each business entity can use its own QuickBooks company, chart of accounts, home currency, export preferences, and saved mappings.
What if Receiptor cannot identify the payment account?
Receiptor pauses the export and asks you to choose the live QuickBooks bank or credit-card account that paid. When the evidence includes a reusable payment method, you can remember that mapping for future documents.
How does Receiptor handle foreign currencies?
Receiptor checks the document currency against the QuickBooks company's home-currency and multi-currency settings. It uses an explicit document conversion only when the company configuration supports that path; otherwise it stops instead of guessing.
How does Receiptor choose a QuickBooks tax treatment?
Receiptor compares the extracted line and document tax evidence with active QuickBooks tax codes and account defaults. It applies a unique safe match automatically and asks you when equal rates have different reporting meaning.
Can Receiptor merge document line items?
Yes. You can keep the reconciled posting lines or merge them into a summary. In either mode, Receiptor checks the line amounts, adjustments, tax, and document total before export.
Where can I find setup and troubleshooting instructions?
The QuickBooks Integration Guide covers connection setup, Bills, Expenses, matching, categorization, attachments, and automatic exports.
Ready to connect QuickBooks?
Let the documents arrive. Receiptor will take them to the right place.
Connect your sources and QuickBooks companies, then let Receiptor handle matching, filing, attachments, and the occasional question that should not be guessed.
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