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ReceiptQBO
Bookkeeper at a desk with two monitors and a small stack of paper receipts

Send receipts in. Get clean books out.

QuickBooks receipt scanner for bookkeepers

Clients forward receipts. ReceiptQBO codes them to the right QuickBooks Online account and matches the bank line.

No receipt handy?

No account needed for the first read. Files from the demo are deleted within 24 hours.

A receipt goes in, a coded QuickBooks entry comes out

Contractor photographing a fuel receipt in the truck cab, the moment a receipt enters the books
  1. 1

    Arrives

    Forwarded email, upload, batch, Gmail filter or a client upload link.

  2. 2

    Read

    Vendor, date, subtotal, tax, tip, total, card and line items.

  3. 3

    Coded

    Account, class, location and project from the client's own QuickBooks lists.

  4. 4

    Checked

    Same file, or same vendor, amount and date already there, is flagged.

  5. 5

    Matched

    Paired with the bank or card line, so it attaches instead of duplicating.

  6. 6

    Posted

    Expense or bill in QuickBooks Online with the image attached.

Two ways to use it

Built for the person who closes the books

Bookkeepers run every client from one queue. A single company gets the same engine for its own QuickBooks file.

Accounting team reviewing a client queue together on a laptop

Bookkeepers and accounting firms

One queue for 25 or 100 QuickBooks companies. Each client gets a forwarding address, its own chart of accounts and its own confidence threshold. Preparers code, reviewers approve, and the close checklist shows who is done.

Receipt scanner for bookkeepers
Small business owner forwarding a receipt from her phone

A single QuickBooks Online company

Your team forwards receipts to one address. They land coded to your accounts and classes, matched to the card charge, and posted with the image attached. No more month-end shoebox.

Receipt scanning for business

What it does

Every step between the paper and the posted entry

Clients send receipts the way they already do

Every company you manage gets its own address, like [email protected]. Forwarded emails, attachments, PDF bills, phone photos and whole folders land in that client's queue. A Gmail filter sends receipts automatically. How to email receipts to QuickBooks.

Coded to the client's real QuickBooks lists

The AI reads the receipt and picks the account from the client's own chart, plus class, location, customer or project and the billable flag. Vendor rules win over the AI, and every correction you make can become a rule. QuickBooks receipt capture, done for you.

Attached to the bank line, never entered twice

The bank feed already put the charge in QuickBooks. ReceiptQBO finds it by amount and date, attaches the receipt and adds the coding, so the books do not double. Lines with no receipt become the client's missing list. Receipt to bank transaction matching.

Bookkeeper checking receipts against a card statement

Clients are chased for missing receipts, politely, every week

Each week the client gets a short email listing the charges that still need a receipt and a link to upload photos from the phone, no login. Answers land in their queue and are matched on arrival. Missing receipt reminders.

Client snapping a photo of a lunch receipt at a cafe table

You review only what needs a person

Each field has a confidence score. Above the client's threshold the document is approved and posted. Below it, the document waits in one review queue across all clients, lowest confidence first, with the unsure field marked. Nothing posts silently when the system is not sure.

For the firm owner

See every client's close on one screen

Processed, waiting for review, and missing receipts per client. When Client B has 31 documents to review and Client C is missing 17 receipts, you know who to call before the 10th.

Firm owner reviewing client records at the end of the month

What your practice gets back

Your numbers, your rate. Worked example, not a promise.

Hours of keying per month

Cost of that time

Time left per document after ReceiptQBO is the review of the unsure ones, typically well under a minute.

Compared honestly

ReceiptQBO next to the tools you already know

Dext and Hubdoc serve many ledgers. QuickBooks capture serves one company. ReceiptQBO serves a bookkeeper with many QuickBooks Online companies.

Two bookkeepers comparing receipt tools side by side on their laptops

ReceiptQBO

Built for
QuickBooks Online only
One queue across many clients
Yes
Codes to class, location and project
Yes, from live QBO lists
Matches the bank line before posting
Yes
Weekly missing receipt reminders to clients
Built in, no-login upload link
Confidence threshold per client
Yes
Pricing for 25 clients
$299 a month, flat
Try before you sign up
Read a receipt on the home page

Dext Prepare

Built for
Many ledgers
One queue across many clients
Yes
Codes to class, location and project
Yes
Matches the bank line before posting
Yes
Weekly missing receipt reminders to clients
Separate workflow
Confidence threshold per client
Rules based
Pricing for 25 clients
Priced per client
Try before you sign up
Trial after signup

Hubdoc

Built for
Xero first
One queue across many clients
Limited
Codes to class, location and project
Basic
Matches the bank line before posting
Partly
Weekly missing receipt reminders to clients
No
Confidence threshold per client
No
Pricing for 25 clients
Per organisation
Try before you sign up
Account first

QuickBooks capture

Built for
One QuickBooks company
One queue across many clients
No
Codes to class, location and project
Partly
Matches the bank line before posting
Yes
Weekly missing receipt reminders to clients
No
Confidence threshold per client
No
Pricing for 25 clients
Included per company
Try before you sign up
Inside QuickBooks

Based on each vendor's public product pages, October 2026. Dext, Hubdoc and QuickBooks are trademarks of their owners.

You might be thinking

We already pay for Dext.

If every client is on QuickBooks Online, you pay for ledgers you never use. Flat practice pricing usually costs less from about 15 clients.

You might be thinking

AI will miscode things.

It will, sometimes. That is why anything under your threshold waits for a person, and corrections turn into rules.

You might be thinking

Clients will never forward anything.

They do not have to remember. The weekly reminder lists exactly what is missing with a one-tap upload link.

Security and control

Client books are not a place to experiment

ReceiptQBO is built like the books it touches: least access, everything logged, nothing posted without a rule or a person behind it.

Read about security Labelled archive boxes of client records on the shelf of an accounting firm office

Official Intuit sign-in

You connect each company with OAuth. We never see a QuickBooks password, and disconnecting revokes access.

Encrypted everywhere

Files and tokens are encrypted at rest. Every connection uses TLS.

Roles per person

Preparer, reviewer, approver and admin. Firm plans limit staff to the clients they work on.

Full audit trail

Who uploaded, what the AI read, what changed, who approved, and the QuickBooks entry it became.

Pricing

Priced per practice, not per client

Three plans. Yearly billing halves the monthly price.

Company

One QuickBooks Online company

$24 / month

Billed $288 yearly

  • 1 QuickBooks Online company
  • 300 documents per month
  • Forwarding address and Gmail forwarding
  • Upload single files or batches
  • Auto coding, duplicate check, bank match
  • Vendor rules that learn from corrections
  • Up to 5 people forwarding receipts
  • Audit trail and CSV or XLSX export

Bookkeeper

Built for bookkeepers

Up to 25 client companies

$149 / month

Billed $1,788 yearly

  • Up to 25 client companies
  • 2,500 documents per month, pooled
  • Client dashboard with processed, to review and missing
  • Missing receipt reminders with a no-login upload link
  • Gmail and Google Workspace forwarding
  • Batch processing and bulk approve
  • Unlimited team, Preparer and Reviewer roles
  • Everything in Company

Firm

Up to 100 client companies

$449 / month

Billed $5,388 yearly

  • Up to 100 client companies
  • 10,000 documents per month, pooled
  • Preparer, reviewer and approver workflow
  • Confidence threshold per client
  • Practice-wide vendor rule templates
  • Audit log export and monthly reconciliation report
  • Roles per client, sign in with Google, invoice billing
  • Monthly close checklist per client

Prices in USD. Every plan is a subscription you can cancel any time. Moving up a plan charges only the difference for the rest of the period.

Questions bookkeepers ask

Before you move your clients over

Something not covered here? Write to [email protected] and a person answers.

QuickBooks Online already scans receipts. Why pay for ReceiptQBO?
The built-in capture works one company at a time and leaves the coding to you. ReceiptQBO gives a bookkeeper one queue across every client, a forwarding address per company, vendor rules, duplicate checks against what is already in QuickBooks, weekly missing receipt reminders to clients, and approvals with an audit trail. You only touch the documents it is unsure about.

Will it create duplicates of transactions my bank feed already brought in?
No. Before anything is created, each receipt is matched to the bank or card transaction with the same amount in a short date window. When a match exists the receipt is attached to it instead of creating a second expense. A file fingerprint and a vendor, amount and date check also stop the same receipt from being entered twice.

Is my clients' data safe, and what access do you get to QuickBooks?
You connect each company through the official Intuit sign-in, so we never see a QuickBooks password. Tokens are encrypted, files are encrypted at rest and in transit, staff see only the clients their role allows, and every action is in the audit log. Disconnecting a company revokes the tokens. Read the security page for detail.

How accurate is it, and what happens when it is wrong?
Every field gets its own confidence score. Documents above the threshold you set for a client are approved and posted. Anything below waits in Review with the unsure fields highlighted. When you correct an account, you can save it as a vendor rule, and the next receipt from that vendor is coded the same way.

Do my clients have to learn a new app?
No. They forward emails to their own address, set a Gmail filter once, or open the upload link in the weekly reminder and take photos on the phone. No account, no password.

How is this different from Dext or Hubdoc?
ReceiptQBO works only with QuickBooks Online, so every screen uses your real QuickBooks lists: accounts, classes, locations, customers and projects. Pricing is per practice, so 25 clients cost 299 dollars a month instead of a fee per client, and missing receipt reminders are built in. See the Dext comparison and the Hubdoc comparison.

What counts as a document, and what if I go over?
One receipt, bill or credit note is one document, whether it has one page or ten. Over the monthly limit, new documents wait safely in the queue until the next period. Move up a plan at any time and only the difference for the rest of the period is charged.

Can I cancel?
Yes, in the billing portal, any time. Your plan stays active to the end of the period you paid for, and you can export every document and the audit log before you go.

Read one of your own receipts in ten seconds

No account needed for the first one. See the vendor, total and the QuickBooks account it would be coded to.

Read my receipt

See it on your receipt. No account needed.

Read my receipt