Receiptor AI automatically creates bills and expenses in QuickBooks Online, eliminating manual data entry. Once configured, the system processes receipts, bills, and invoices from your sources and syncs them to QuickBooks in real-time.
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 Organization
Save the settings
An active QuickBooks Online account
Authorization for Receiptor AI to access your QuickBooks organization
Optional but recommended: Enable multi-currency in QuickBooks if you work with foreign currencies
Receiptor AI creates two types of transactions in QuickBooks:
Bills - For unpaid invoices you've received (Accounts Payable)
Purchases - For paid receipts and invoices (using Credit Card, Bank, or Cash accounts)
For each transaction, we:
Create or update vendor information
Create the expense/bill entry with full details
Attach the original receipt/invoice document
Categorize using your chart of accounts
Secure OAuth 2.0 Authentication:
We use QuickBooks' official OAuth 2.0 authentication system
You grant permission through QuickBooks' secure login portal
Receiptor AI never stores your QuickBooks credentials
You can revoke access anytime through your QuickBooks settings
Data Protection:
All data transmission is encrypted
We follow QuickBooks' security best practices
Tokens are securely stored and automatically refreshed
When processing a receipt or invoice:
We search for an existing vendor matching the merchant name
If found, we reuse the existing vendor
If not found, we create a new vendor with:
Business name (merchant name)
Email address (if available)
Website URL (if available)
Tax identifier (if available)
For Unpaid Invoices (Bills):
Uses your QuickBooks Accounts Payable account
Creates a Bill that tracks the money you owe
For Paid Transactions (Purchases):
Looks for Credit Card or Bank accounts
Attempts to match the payment method to the account name:
Cash payments → Cash accounts
Check payments → Checking accounts
Card payments → Credit Card accounts
Falls back to the first available account if no match is found
Automatic AI Categorization (if enabled in settings):
We analyze the receipt using AI:
Merchant name and website
Transaction summary
Item descriptions
Original category from receipt extraction
We match against your QuickBooks chart of accounts (expense categories only)
We select the most appropriate expense account with high confidence
Falls back to "Uncategorized Expense" if no good match is found
Manual Categorization (if AI categorization is disabled):
All expenses default to "Uncategorized Expense"
You can recategorize them manually in QuickBooks
Optimization:
If your default chart of accounts in Receiptor AI is from the same QuickBooks integration, we skip AI and use direct category matching for faster processing
Multi-Currency Enabled Accounts:
We preserve the original receipt currency
If the currency doesn't exist in QuickBooks, we create it automatically
Amounts remain in the original currency
Single-Currency Accounts:
We convert all amounts to your QuickBooks base currency
We use the conversion rate from the receipt or our own rates
Original currency information is preserved in notes
We populate QuickBooks with:
Transaction date (invoice date for invoices, transaction date for receipts)
Total amount with proper currency
Line items with descriptions (if available from the receipt)
Tax amounts (inclusive or exclusive as detected)
Document number (invoice/receipt ID)
Private notes containing:
Summary
Statement description
Payment status
Original filename
Receiptor AI document ID
We attach the original receipt/invoice PDF to the QuickBooks transaction
Attachment is labeled with "Document extracted from Receiptor AI"
You can view the original document directly in QuickBooks
Company information (name, currency settings)
Chart of accounts (expense categories only)
Vendor list
Bill and Purchase transactions we create
Account preferences (multi-currency settings)
Sales data or invoices to customers
Customer information
Employee data
Banking credentials or login details
Payroll information
Other sensitive financial records
Business name (merchant)
Email address (if available)
Website URL (if valid and available)
Tax ID (if available)
Vendor reference
Transaction date
Total amount and currency
Line item descriptions
Expense account categorization
Payment method (for purchases)
Tax details
Private notes with metadata
Original receipt PDF attachment
You Have Full Control:
Disconnect the integration anytime from Receiptor AI settings
Review all synced transactions in QuickBooks
Edit or delete transactions in QuickBooks
Revoke access through QuickBooks settings
We Don't:
Modify existing QuickBooks transactions
Delete vendor profiles
Change your chart of accounts
Access data outside the scope described above
Currency:
Single-currency accounts can only receive expenses in the base currency
Multi-currency must be enabled in QuickBooks for foreign currency receipts
Account Types:
We only access Expense and Other Expense account types for categorization
For payment accounts, we look for Credit Card, Bank, or Cash account types
For unpaid invoices, we use your Accounts Payable account
Data Sync:
We don't sync historical data automatically (only new receipts after setup)
We don't modify transactions created outside of Receiptor AI
Once a transaction is created, changes in Receiptor AI won't update QuickBooks (one-way sync)
Categorization:
AI categorization requires an active subscription feature
Without AI categorization, expenses default to "Uncategorized Expense"
You can manually recategorize in QuickBooks afterward
Common Issues:
"Currency doesn't match" error
Enable multi-currency in QuickBooks: Settings → Company Settings → Advanced → Currencies
Or ensure receipts match your base currency
"No Accounts Payable account found"
QuickBooks should have this by default
Check that your Accounts Payable account is active
"No Credit Card or Bank accounts found"
Add at least one Credit Card or Bank account in QuickBooks
Ensure accounts are active (not deleted/archived)
Expenses appear as "Uncategorized Expense"
Enable automatic categorization in Receiptor AI integration settings
Or manually categorize in QuickBooks
If you encounter any issues with the QuickBooks integration, contact our support team at info@receiptor.ai.
What happens after setup: Receiptor AI will automatically forward new expenses in real-time to QuickBooks without any additional steps from you, keeping your mind off your business expenses and on growing your business.
