In 1997, the United States Internal Revenue Service began accepting electronically imaged documents instead of requiring individuals and business owners to maintain paper files. This ruling opened the door for many business owners to go “paperless” and reduce storage requirements for paper documents such as receipts, invoices and other financial information. QuickBooks does not provide direct support for digital scanning, so users who want to take advantage of this technology to scan receipts into QuickBooks must use a third-party system that installs separately but works from within the QuickBooks program.
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Things you need
- QuickBooks Pro, Premier, or Enterprise
- Digital scanning software system
Enter transaction details into QuickBooks. This is necessary to ensure you have the transaction available to attach the receipt. After adding the transaction, a message box will appear from within QuickBooks asking if you want to add a document. Click the “Yes” button to advance to a window where you can configure scan settings.
Configure scan settings. This step may not be necessary if you use the same settings for all documents. Settings you can change and customise include document type, such as a receipt, colour options, double- or single-side scan, and optional save locations such as a PDF file or a USB flash drive.
Scan the receipt using the scanner provided by the software manufacturer or your own scanner if software requirements allow. Scanning software will attach the scanned receipt to the transaction in your QuickBooks register and place an icon within the register, which you can click to view the scanned receipt.
Tips and warnings
- Visit the QuickBooks Marketplace for digital imaging systems compatible with QuickBooks software. Most digital imaging systems consist of imaging software and a portable document scanner. Most systems also allow you to use a scanner you already own.
- Consult your software user manual for instructions that may be specific to your software.
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