Export Documents to QuickBooks Online and Find Exported Transactions
This article will explain how to export documents to QuickBooks Online from Receipt Bot and verify the created transactions.
Prerequisites
Your Receipt Bot business must be connected to a QuickBooks Online company to export transactions. Please review the following article for further details: Connect Receipt Bot to QuickBooks Online.
Receipt Bot supported Transaction types for QuickBooks Online
When a document is exported to QuickBooks Online, Receipt Bot creates a new transaction based on the “Record As” field and attaches the uploaded file to the transaction.
Receipt Bot can create the following types of transactions in QuickBooks Online for a purchase document:
- Bill, recorded as an accounts payable transaction.
- Bill & Payment, two transactions: a bill and a payment linked with the bill.
- Vendor Credit, as an account payable adjustment transaction.
- Expense, as a bank payment transaction.
Receipt Bot can create the following types of transactions in QuickBooks Online for a sale document:
- Invoice, recorded as an accounts receivable transaction.
- Invoice & Payment, two transactions: a sales invoice and a payment linked with the invoice.
- Credit Memo, recorded as an adjustment to accounts receivable.
- Sales Receipt, recorded as a payment received from the customer.
Export documents to QuickBooks Online
You can export your documents to QuickBooks Online after a detailed review or in bulk. The following are the options available in Receipt Bot to export documents:
- Option 1 – Export data with a detailed review from the document details pop-up
- Option 2 – Export data without review using the bulk export button
- Option 3 – Export data with a brief review from the invoice summary grid
Option 1 – Export data with a detailed review from the document details pop-up
To export documents from the document detail pop-up, follow these steps:
Step 1 – Navigate to the Purchase/Sale invoice page.
Step 2 – Click the document icon for the relevant invoice.
Step 3 – Review the extracted data and click the “Save & Export to QuickBooks” button.
The selected document will be exported to QuickBooks Online, and you can click the “View in QuickBooks” button to review it.
Note: By default, the system exports the transactions in the base currency. If multi-currency is enabled in your QuickBooks company, you can select to export the document in the transaction currency using the “Export Currency” field.
Option 2 – Export multiple transactions using the bulk export button
You can export documents in bulk to save more time. To export multiple documents in a single click, follow these steps:
Step 1 – Navigate to the Purchase/Sale invoice page.
Step 2 – Select the checkbox for the documents you want to export.
Step 3 – Click the “Export to QuickBooks” button on the top-right side of the page.
All selected documents will be added to a queue and exported to QuickBooks Online. The system will show a summary of transaction statuses upon completion.
Option 3 – Export data with a brief review from the invoice summary grid
You can review the data consistency of processed documents from the summary grid and export them quickly using the grid export button. To export documents using the grid export button, follow these steps:
Step 1 – Navigate to the Purchase/Sale invoice page.
Step 2 – Click the export icon 
for the document you want to export.
The selected document will be exported to QuickBooks Online and removed from the view.
Finding exported documents in QuickBooks Online
Once the documents are exported, you can easily view the created transactions in QuickBooks Online by using the ‘View in QuickBooks’ button on the details pop-up. To view a transaction, follow these steps:
Step 1 – Open the relevant company in QuickBooks Online.
Step 2 – Open the Receipt Bot app in a new tab and navigate to the Purchase/Sale Invoice page.
Step 3 – Click the document icon for the relevant document.
Step 4 – Click the “View in QuickBooks” button.
You will be navigated to the transaction created in QuickBooks Online by Receipt Bot.
Note: Please ensure you are logged in to the relevant company in QuickBooks Online before clicking the View button in Receipt Bot. The button will not link to the correct document if you are not logged in.
If you cannot find the exported transaction using the view button, you can manually search for it in QuickBooks Online. All purchase-related transactions can be found on the “Expenses” page.
For any sales-related transactions, navigate to the “All Sales” page in QuickBooks Online.
Editing and re-exporting documents after Export
After exporting the documents, you can edit and re-export the changes from Receipt Bot to QuickBooks Online. Suppose you exported a Bill transaction and later want to record it as an Expense; you can use the Edit and Re-export feature.
Follow these steps to edit and re-export a document:
Step 1 – Navigate to the Purchase/Sale Invoices page.
Step 2 – Change the page view from “New” to “Exported”.
Step 3 – Click the document icon to open the details page.
Step 4 – Click the “Edit & Re-export” button.
Step 5 – Change the “Record As” to Expense and assign a relevant payment method.
Step 6 – Click the “Save & Export to QuickBooks” button.
The system will delete the original Bill from QuickBooks Online and create a new Expense transaction.
Enabling auto-export of invoices
You can also enable auto-export of your invoices to QuickBooks Online, allowing you to review them directly in your accounting software after they are processed by Receipt Bot.
Please read the following help article on enabling auto-export: Auto-export invoices to accounting software.
Resolving export-related errors
If the system cannot create or update a transaction while exporting documents to QuickBooks Online, it will provide an error message explaining the issue. The following is an example of an error that may appear:
If you are unable to understand the issue, please contact our support team via email at hello@receipt-bot.com or through our web chat.
Frequently Asked Questions
Q: What types of transactions can Receipt Bot create in QuickBooks Online?
A: Receipt Bot can create Bills, Bill & Payment, Vendor Credits, Expenses, Invoices, Invoice & Payment, Credit Memos, and Sales Receipts in QuickBooks Online.
Q: How many documents can I export at once with Receipt Bot?
A: You can export up to 25 documents in bulk with Receipt Bot.
Q: How do I view exported transactions in QuickBooks Online?
A: You can view exported transactions in QuickBooks Online by clicking the “View in QuickBooks” button on the document details pop-up in Receipt Bot.
Q: Can I edit exported documents in Receipt Bot and export the changes to QuickBooks Online?
A: Yes, after exporting a document, you can use the “Edit & Re-export” feature to update the transaction in QuickBooks Online.