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
In Receiptor AI, navigate to Accounts under Sources in the left sidebar
Select Settings for your target email account
Go to Integrations and choose QuickBooks under Natively Integrate with
Select your organization's name under Organisation
Your settings will be saved automatically
Prerequisites
An active QuickBooks Online account
Authorization for Receiptor AI to access your QuickBooks organization
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:
Creates and updates vendor information
Creates expense entries with full details
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:
We extract the receipt information using AI
We check if the vendor exists in QuickBooks
If new, we create a vendor profile
If existing, we use the existing vendor
We match the expense to your chart of accounts:
We only access expense-type accounts for categorization
We use 'Uncategorized Expense' as a fallback category
We look for Credit Card or Bank accounts for payment methods
We create an expense entry with:
Full transaction details
Correct currency handling
Proper categorization
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.