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How Receiptor AI Integrates with QuickBooks
How Receiptor AI Integrates with QuickBooks

Receiptor AI can automatically create and populate expenses in Quickbooks. Here's how.

Romeo Bellon avatar
Written by Romeo Bellon
Updated over a week ago

Overview

Receiptor AI can automatically create and populate expenses in QuickBooks, eliminating the need for manual data entry. Once set up, the system automatically forwards and processes receipts from your email account to QuickBooks Online.

Setting Up the Integration

  1. In Receiptor AI, navigate to Accounts under Sources in the left sidebar

  2. Select Settings for your target email account

  3. Go to Integrations and choose QuickBooks under Natively Integrate with

  4. Select your organization's name under Organisation

  5. Your settings will be saved automatically

Prerequisites

  • An active QuickBooks Online account

  • Authorization for Receiptor AI to access your QuickBooks organization

How to integrate QuickBooks Online with Receiptor AI

Receiptor AI integrates with QuickBooks to automate your expense management workflow. Our integration streamlines the process of entering receipts, bills, and invoices into QuickBooks while maintaining the security and accuracy of your financial data.

What We Do

Receiptor AI performs three main functions with QuickBooks:

  1. Creates and updates vendor information

  2. Creates expense entries with full details

  3. Attaches original receipt documents to expenses

How It Works

Authentication

  • We use QuickBooks' official OAuth 2.0 authentication system

  • You explicitly grant permission through QuickBooks' secure login

  • Receiptor AI never stores your credentials

  • You can revoke access at any time through QuickBooks

Data Flow

When you process a receipt through Receiptor AI:

  1. We extract the receipt information using AI

  2. We check if the vendor exists in QuickBooks

    1. If new, we create a vendor profile

    2. If existing, we use the existing vendor

  3. We match the expense to your chart of accounts:

    1. We only access expense-type accounts for categorization

    2. We use 'Uncategorized Expense' as a fallback category

    3. We look for Credit Card or Bank accounts for payment methods

  4. We create an expense entry with:

    1. Full transaction details

    2. Correct currency handling

    3. Proper categorization

  5. We attach the original receipt document

Currency Handling

  • We respect your QuickBooks base currency

  • For receipts in different currencies:

    • We convert amounts to your base currency

    • We maintain original currency information

    • We use provided conversion rates

What We Access

We Can Access:

  • Basic company information

  • Chart of accounts

  • Vendor list

  • Expense transactions

  • Account settings (read-only)

We Don't Access

  • Sales data

  • Customer information

  • Employee data

  • Banking details

  • Other sensitive financial records

Data We Push to QuickBooks

Vendor Information:

  • Business name

  • Address (if available)

  • Contact details (if available)

  • Website (if available)

Expense Entries:

  • Transaction date

  • Amount and currency

  • Item descriptions

  • Account categorization

  • Payment method

  • Original receipt attachment

Security and Privacy

Data Protection

  • We don't store your QuickBooks credentials

  • We use secure OAuth 2.0 tokens for access

  • All data transmission is encrypted

  • We follow QuickBooks' security best practices

User Control

  • You can disconnect the integration at any time

  • You can review all synchronized data in QuickBooks

  • You maintain complete control over your account

Limitations

  • We can only create expenses in your QuickBooks base currency

  • We can't modify existing QuickBooks data

  • We can't delete vendor profiles

  • We don't sync historical data automatically

  • We only access expense-classified accounts for categorization

  • For payment methods, we only look for Credit Card and Bank account types

  • If no matching expense category is found, entries default to 'Uncategorized Expense'

Support

If you encounter any issues with the QuickBooks integration, our support team can help at [email protected].


Receiptor AI will now automatically forward new expenses in real time to Quickbooks for processing without any additional steps from you, keeping your mind off your business expenses.

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