Connect Receiptor AI to QuickBooks Online to match existing purchases, create the right Bill or Expense when needed, and keep every original receipt or invoice attached to its accounting record.
In Receiptor AI, open Integrations from the sidebar.
Select QuickBooks and choose Connect.
Sign in to Intuit and authorize the QuickBooks company you want to use.
Return to Receiptor AI and confirm that the connection is active.
You can connect more than one QuickBooks company. Keep each Receiptor business entity connected to the corresponding QuickBooks company so its chart of accounts, home currency, settings, and exports stay separate.
When QuickBooks is connected, Receiptor imports its active chart of accounts.
Open Settings → Chart of Accounts.
Find the imported QuickBooks chart.
Set it as the default chart for the relevant business entity.
Receiptor can then categorize new documents against the live QuickBooks accounts. An explicit category is preserved. If no safe expense account can be selected, the export pauses for your input instead of guessing.
Receiptor checks QuickBooks for an existing purchase before creating anything:
One verified existing Bill or Expense: Receiptor keeps that transaction in its current form and attaches any missing source evidence.
Several plausible matches, or both a Bill and an Expense match: the export stops for review.
No existing match and the source is a supplier invoice: Receiptor creates a Bill.
No existing match and the source is a confirmed paid receipt without an invoice: Receiptor creates an Expense against the resolved bank or credit-card account.
An invoice has linked payment evidence: Receiptor keeps one Bill, attaches both documents, and records only a safe missing Bill payment. It does not create a duplicate Expense for the receipt.
Amount, currency, and date establish the economic match. References, vendor, subtotal, and tax evidence help distinguish otherwise equal candidates.
QuickBooks accounting transactions are posted from their lines. Before export, Receiptor checks that the extracted lines, discounts or additional charges, net amount, tax, and document total reconcile.
You can keep the reconciled posting lines or enable Merge Line Items to send a concise summary. In both modes, Receiptor validates the same source evidence before anything is sent.
If the numbers do not reconcile, the export appears as Needs action. Open the document, correct the extracted values that differ from the source, and retry from the export activity. A retry checks QuickBooks again and reuses verified completed work rather than blindly repeating it.
Receiptor checks each decision against the connected QuickBooks company:
extracted tax evidence is compared with active QuickBooks tax treatments and account defaults;
equal tax rates with different reporting meanings stop for review;
the document currency is checked against the company's home currency and multi-currency configuration;
paid receipts and Bill payments require a live QuickBooks bank or credit-card account;
saved payment-method mappings are rechecked before they are reused.
When Receiptor cannot make one safe choice, it asks you to resolve the specific account, tax, currency, or payment decision.
Use manual export when you want to review documents before sending them.
Open Documents.
Select one or more documents.
Choose Export.
Select the connected QuickBooks destination.
Receiptor validates the document group, checks QuickBooks for existing work, performs only the missing actions, and verifies the result.
Use an automation when new eligible documents should be sent after extraction.
Open Automations.
Enable the QuickBooks export automation or create a custom rule.
Select the QuickBooks destination and any conditions the documents must satisfy.
Automatic exports use the same matching, evidence validation, and review safeguards as manual exports.
Open Exports and select the affected attempt. The resolution panel explains the blocking evidence and provides the relevant action.
Typical resolutions include:
correcting document lines, totals, adjustments, or tax evidence;
choosing the intended QuickBooks Bill or Expense when several records match;
selecting the correct expense account or tax treatment;
selecting a bank or credit-card account for an Expense or Bill payment;
resolving a currency incompatibility; or
reconnecting QuickBooks if the authorization is no longer valid.
After correcting the evidence or selecting the requested account, use the retry action in the same panel. Receiptor rechecks QuickBooks before continuing, so a retry does not blindly duplicate previously completed work.
You can confirm the result in three places:
the export indicator in the Documents list;
the document's Export tab, including the QuickBooks destination link; and
Exports, which shows every attempt, status, completed action, and resolution request.
The original PDF or image is attached to the matched or newly created QuickBooks transaction, keeping the source document and accounting entry together.
After an Expense, Bill, or Bill payment is safely recorded, use QuickBooks Bank Transactions to confirm the corresponding bank-feed match. Receiptor supplies the accounting record and source evidence; QuickBooks remains the ledger where you complete bank reconciliation.
Receiptor searches for an existing Bill or Expense first. It reuses one verified match and attaches missing evidence. If several candidates remain plausible, it pauses for review.
They remain one accounting purchase. Receiptor uses the invoice as the Bill, attaches both documents, and records only a safe missing payment.
Yes. Connect each Receiptor business entity to its corresponding QuickBooks company and chart of accounts.
Yes. Enable Merge Line Items in the integration settings to send a summary line. The underlying extracted lines, adjustments, tax, and total are still reconciled before export.
Read the newest attempt in Exports. A repeated stop means a current validation still needs input; it is not evidence that QuickBooks was charged with the same work twice. If the resolution is unclear, contact Receiptor support with the export job ID.
Use the chat in the lower-right corner of Receiptor AI or email [email protected]. Include the export job ID when asking about a specific attempt.
