03. Expense receipts to QuickBooks Online

If expenses are paid directly using a company credit card or bank account, you can process them through EzzyBills as Expense Receipts allocated to a specific bank account. Alternatively, you can process them as a standard bill to be reconciled directly against your bank feed lines.

This guide explains how to configure and upload your documents specifically as Expense Receipts.

How to Upload Expense Receipts

You can submit your receipts to EzzyBills using either of the following methods:

• Via Email: Forward your digital receipts directly to your designated EzzyBills upload email address.
• Via Mobile App: Use the EzzyBills Mobile App to snap a photo of your physical receipt while on the go.

Step 1: set up your bank or credit card accounts in QuickBooks Online

• Login to QuickBooks. Go to Settings > Account and Settings > Advanced > Chart of Accounts > Enable Account Numbers (if you have not done so previously).

• Set up a credit card or bank account if you have not done so. In here, you put in the bank account or credit card number in the field of “Number“, not in Description.

• For any existing business credit card in your QuickBooks account, check: login to QuickBooks and go to Accounting > Chart of Accounts. Ensure it has a number specified in the “Number” field (screenshot above)

Step 2: Add Approvers and expense cards in EzzyBills

• Login to EzzyBills, go to Settings > Approval & Expenses > Expense Approval Tables > Company Credit Cards.
• Click “Add a New Row” at the top-right of the table, and fill in the first 3 columns of data as shown in the example screenshot below. For the “Business Bank Account”, use the last four digits of the credit card account number that is set up in your QuickBooks.
• Click the Green icon in the actions column to save changes and it will generate an upload email address in the last column.

(In this example screenshot below, it is ezzytest888b.NAB@ezzybills1.com, where ezzytest888b@ezzybills1.com is a normal upload email.)

(In this example screenshot below,

• Bypass Approval is ticked. This means that approval email will not be sent to the approver; the expense will be exported directly to QuickBooks.
• You can choose to leave Bypass Approval unticked – which means an approval email will be sent. Only after an expense is approved, then it is exported to QuickBooks.)

Step 3: Email in receipts or scan with EzzyBills Mobile App

Email receipts

• Compose a new email and add your bill as an attachment. Send the email to the email address generated in step 2. (example: for the screenshot above, the email address is ezzytest888b.NAB@ezzybills1.com)

Scan receipts using EzzyBills Mobile App

Download the EzzyBills app from the App store. Login to the app using the same login as your EzzyBills account or login with QR code.

Select the Gear Box in the top right-hand corner. Then under Alias Name you will add the same name you set in the Expense Approval Tables (Step 2). Then click the back arrow on the top left. You are ready to scan receipts. Click “Scan Now” to scan a receipt.

After emailing in or scanning with your phone, EzzyBills will process it and export it to your QuickBooks account in just a minute, as an Expense Receipt, rather than a Bill.

[Screenshot: an expense receipt in QuickBooks Online exported by EzzyBills]