Invoices and receipts to QuickBooks: Documents in, bills and expenses in QuickBooks.
Connect QuickBooks once, then send invoices and receipts straight to it. A supplier invoice becomes a Bill, a receipt becomes an Expense, and a credit note becomes a Vendor Credit, each with the original file attached. Prefer a file? Export a bill-import CSV with every line item instead.
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- Sent straight to QuickBooks
- Original file attached
- Coded by supplier
Export documents
Every document you have converted.
Record purchases as
Applies to the whole export. Original invoice and receipt types stay unchanged.
Format
Excel carries both levels as two sheets, so the choice below only sets which columns each gets.
Level
One row per document
Forty receipts become forty rows.
One row per line item
Each line carries its document's date and vendor, so it pivots.
A receipt image is evidence, not an accounting entry.
A PDF invoice or receipt has the information QuickBooks needs, but not as a record. Re-keying suppliers, dates and amounts makes the month close slower and creates another opportunity for a number to change along the way, and the file still has to be attached afterwards. Bankflow reads the document, checks that its figures add up, and creates the record in QuickBooks with the document behind it.
How it works
From document to QuickBooks record
- 01
Add the invoices and receipts
Upload them, forward them by email, or photograph them on your phone. Review the supplier, dates, totals, tax and line items beside the original.
- 02
Connect QuickBooks once
Choose Send to QuickBooks on any document and sign in on QuickBooks's own page. Each client workspace connects its own company.
- 03
Pick the accounts and send
Choose the expense account, and for receipts the account they were paid from. A supplier you've sent before is already set to the account its last document went to. Each document reports what it became in QuickBooks.
- 04
Or export a file with every line
A sent record carries one line for the document's total. When you want each line item on the bill, export a bill-import CSV instead and import it in QuickBooks. Paid purchases can also go as a CSV for Autymate’s QuickBooks Expense importer, which needs its own account.
What reaches QuickBooks
The record and its paperwork
Supplier, number, dates, currency and total, with the original file attached, so the figure in QuickBooks has the document behind it.
Coded the way you coded it last
The expense account is remembered per supplier, per company. The first send to a client takes a few choices; the ones after take one click.
Never sent twice
A document already in that company is reported as there, and a copy of one, forwarded and uploaded, is caught before it becomes a second bill.
Your review stays yours
Bankflow creates the bill or expense and stops. Paying it, and applying a vendor credit, stay in QuickBooks.
What each document becomes in QuickBooks
| Document | In QuickBooks |
|---|---|
| Supplier invoice | A Bill, owed to the supplier. |
| Receipt | An Expense, paid from the bank or card account you choose. |
| Supplier's credit note | A Vendor Credit, waiting to be applied to a bill. |
| Bill-import CSV | Each line's description, quantity, unit amount and tax, imported by you. |
Sent records carry one line for the document's total, tax-inclusive, with tax left to the company's own settings. A document in a currency the company doesn't hold is refused before anything is written.
FAQ
Common questions
Does Bankflow post bills directly into QuickBooks?
Yes. Send to QuickBooks creates the bill or the expense through QuickBooks's own API and attaches the original file. Nothing changes in QuickBooks unless you send it, or a workflow you set up does.
Can I send receipts to QuickBooks, or only bills?
Both, together. An invoice becomes a Bill and a receipt becomes an Expense, paid from the account you pick. A supplier's credit note becomes a Vendor Credit.
How is the expense account chosen?
You pick it in the send dialog, per document if you like. Each supplier is then remembered with the account it was last sent to, in that company, and offered again next time. A bill-import CSV uses the document's category as its account mapping instead.
What stops a bill being entered twice?
Bankflow records what each document became. Sending it to the same company again is skipped, and a second copy of the same bill, the same file, or the same supplier and number, is flagged and held back unless you choose to send it.
Do the bill's line items reach the ledger?
A sent record has one line for the total, so the figure in QuickBooks matches the paper. For every line item on the bill, export the bill-import CSV and import it in QuickBooks.
Does a paid invoice have to become a receipt?
No. Document type and accounting treatment are separate. If the purchase already exists as a bill or expense in your accounting app, match its payment there rather than create a duplicate.
Guides
Catch-Up Bookkeeping: Get Old Bank Statements Into QuickBooks or Xero
Bank feeds reach back 90 days to 24 months; banks keep PDFs for 7 years. How to bring the months before the feed into QuickBooks or Xero, checked.
Bill vs. Expense: How to Record Invoices and Receipts
When a supplier invoice is a bill and a receipt is an expense, why it matters for payables and double counting, what QuickBooks, Xero, Zoho Books and Sage call each, and the cases that trip people up.
QBO vs QFX vs OFX vs QIF: What QuickBooks Imports
What QBO, QFX, OFX, and QIF files are, which ones QuickBooks Online and Desktop import, and how to turn a PDF statement into the right one.
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Stop re-keying documents into QuickBooks.
Add a week of invoices and receipts, check their amounts, and send them to QuickBooks with the files attached.