🧾 Using Receipts to Collect and Match Client Receipts (DRAFT)

Last Updated: October 2026

Receipts lets your clients upload receipts directly to Client Hub, so you can review them, match them to transactions already in QuickBooks, or create new transactions without chasing paper trails by email. This article is for Firm Users who work in Books and for Admins who set up the QuickBooks integration.

🔐 Before You Begin

• Receipts works with the QuickBooks integration, so the client’s QuickBooks company must already be connected to their Client Workspace. If you haven’t connected it yet, see How to Set Up the QuickBooks Online Integration.
• Receipts works with QuickBooks only. Xero isn’t supported.
• Admins and Firm Users with Setup & Settings access can turn Receipts on.

⚙️ Step 1: Turn On Receipts for a Workspace

Receipts is turned on one Client Workspace at a time.

1. Click Setup & Settings in the left-hand menu.
2. In the Advanced section, click QuickBooks Integration.
3. Find the Client Hub Workspace you want to use Receipts with.
4. In the Receipts column, switch the toggle on.

💳 Step 2: Set Up Your Payment Sources

Payment sources tell Client Hub which QuickBooks Bank or Credit Card account each type of payment belongs to, so receipts can be published to QuickBooks as paid transactions.

1. Click the client’s name in My Client List, then click Books.
2. Click the Receipts card.
3. Click Receipt Settings in the top right corner.
4. Under Add payment source, choose the Type (Check, Credit card, or Petty cash).
5. If you chose Credit card, enter the Last 4 digits of the card.
6. Select the Mapped QB Account the payment should be recorded against.
7. Click Add.

To remove a payment source, click the trash can icon next to it. If you’ve added a new account in QuickBooks and don’t see it in the list, click Refresh at the top of the Payment Sources section.

💡 Tip: If a client uses more than one credit card, add each card as its own payment source with its own last 4 digits so receipts land on the right account.

📤 Step 3: Upload Receipts

Once Receipts is turned on, receipts can be uploaded from the Client Workspace.

1. Open the Client Workspace and find the Receipts section under Links.
2. Click Upload Receipts.
3. Add your files. You can select more than one at a time. Receipts can be PDF, PNG, JPG, or JPEG files.
4. To remove a file before uploading, click the red X next to it.
5. Click Upload Files.

Receipts usually finish processing within about 30 seconds to 2 minutes. If a receipt still shows Processing, refresh the page. If it’s still stuck after 5 to 10 minutes, contact Support.

⚠️ Warning: Client Hub checks the contents of each file, not the file name, to catch duplicates. The same file can’t be uploaded twice in a workspace, even if you rename it or it has been archived. If a batch includes an exact duplicate, the whole batch is rejected. Remove the duplicate and upload the batch again.

🔍 Step 4: Review Each Receipt

After a receipt finishes processing, Client Hub reads it and fills in the Vendor, Date, Amount, and Category for you. The payment method is selected automatically when the receipt matches one of your payment sources. If it doesn’t, you select it yourself.

1. Click the client’s name in My Client List, then click Books.
2. Click the Receipts card.
3. Review the list. Each receipt shows its Status, who it was Submitted By, the Date, the Vendor, the Category, and any Matching Transaction.
4. Click a receipt to open its Receipt Details and check that the information is correct.
5. If a receipt shows Needs Review, fill in any missing details, such as the date or amount.
6. If a receipt shows Select Payment Method, choose the payment method.

📝 Note: A vendor shows as either NEW or Matched. A vendor match only means Client Hub recognized the vendor. It doesn’t mean a transaction was found.

🔗 Step 5: Add Transaction or Link Receipt

What you see next depends on whether Client Hub found a matching transaction in QuickBooks. Receipts are matched only to transactions that have already been posted in QuickBooks, not to items still waiting in the bank feed.

If the status is Matched in QBO:

1. Click Open in QuickBooks to look at the matching transaction.
2. Click Link Receipt to attach the receipt to that transaction. The status changes to Transferred.

If the status is Ready to Transfer, no match was found:

1. Click Add Transaction to create a new transaction in QuickBooks with the receipt attached. The status changes to Transferred.

To work on several receipts at once, select them. The button at the top changes to Add Transaction, next to Delete.

⚠️ Warning: Add Transaction can create a duplicate if the transaction is already in QuickBooks but wasn’t matched. If a receipt stays on Ready to Transfer, check QuickBooks first, especially if the transaction was posted after the receipt was uploaded.

📝 Note: If a receipt shows Already has attachment, the matching transaction already has a file. Take a quick look at the transaction in QuickBooks before linking, so you don’t attach the same receipt twice.

📝 Note: When you choose Check as the payment method, Add Transaction creates a Check in QuickBooks marked To print with Print later selected. Receipts with a check number use the Check payment source.

📊 Receipt Statuses

• Processing: The receipt is waiting to be read or is being read.
• Needs Review: The receipt couldn’t be read, or the date or amount is missing.
• Select Payment Method: You need to select or set up a payment method.
• Ready to Transfer: No match was found. Click Add Transaction to create the transaction and attach the receipt.
• Transferred: The receipt is attached to a new or existing QuickBooks transaction.
• Matched in QBO: An existing transaction was found. Click Link Receipt to attach the receipt.

🗂️ Finding and Filtering Receipts

Use the options at the top of the Receipts page to narrow your list:

• Current / Archived: Switch between active receipts and archived ones.
• Receipt date from / Receipt date to: Show receipts within a date range.
• Status: Filter by Processing, Needs Review, Select Payment Method, Ready to Transfer, Transferred, or Matched in QBO.
• Clear filters: Reset everything and see all receipts again.

🗑️ Archiving and Deleting Receipts

Archive a receipt to move it out of your Current list. Delete a receipt to remove it from Client Hub. Any Firm User with access to the workspace can delete a receipt.

⚠️ Warning: Delete is permanent, and archived receipts can’t be moved back to Current. Anything already transferred to QuickBooks stays in QuickBooks.

💡 Tips

• Set up your payment sources before receipts are uploaded, so they don’t stall at Select Payment Method.
• Filter by Needs Review to see what’s waiting on you.
• Check QuickBooks before you click Add Transaction on a receipt that’s still Ready to Transfer.
• Transactions that are already categorized and missing a receipt can still be requested from the client. See How to Request Receipts for QuickBooks Transactions That Are Already Categorized.