How to Upload Receipts in QuickBooks (Without the Hassle)

Introduction: Receipts are a crucial part of any home builder’s financial records—but organizing and uploading them can be a headache. In this quick tutorial, Jon Markee, your Builder CPA, walks you through how to upload receipts to QuickBooks the right way. Whether you’re forwarding receipts from your email or dragging them in from your desktop, this guide helps you keep your books clean, accurate, and ready for matching.

Start with the Dashboard

Once you're logged into QuickBooks, head over to the left-hand menu and click “Transactions.” From there, you can either go to the bank feed or scroll down to the dedicated Receipts section.

Pro Tip: Bookmark the receipts section by clicking the star icon. This pins it to your homepage for faster access in the future.

Forwarding Receipts by Email

QuickBooks lets you forward email receipts directly into your file.

• Set up a dedicated forwarding email address in QuickBooks.

• When you get a receipt in your inbox (like for a flight or online purchase), simply hit forward.

• Make sure the sender is a registered user on your QuickBooks account. If not, QuickBooks will reject the receipt.

Heads up: If your office manager isn’t a registered user, their emailed receipts won’t go through.

Upload from Your Computer

Prefer to upload files manually? No problem.

• Simply drag and drop receipts from your desktop right into the Receipts section.

• You can also use the dropdown to upload from Google Drive—though in Jon’s experience, direct uploads from your computer tend to be more reliable.

Matching and Reviewing

After uploading, QuickBooks will try to autofill the transaction details and match the receipt with a transaction in your bank feed.

But be careful:

• A match doesn’t always mean QuickBooks got the vendor, expense category, or product/service correct.

• Always double-check and make edits as needed before accepting the match.

Cleanup Tips

Some receipts may not get matched automatically.

• You can leave unmatched receipts in the system, but it can get messy.

• A cleaner approach: add this to your month-end routine—review unmatched items and delete what you don’t need.

Conclusion

Uploading receipts into QuickBooks doesn’t have to be confusing. By using the built-in tools and keeping an eye on matches and categories, you can keep your books accurate and up to date. For more helpful QuickBooks tips tailored for home builders, keep following along with Jon Markee, your Builder CPA.