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ReceiptQBO

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Receipt Bank alternative with the simple inbox workflow you remember

Receipt Bank was renamed Dext in 2021, so a Receipt Bank alternative today means an alternative to Dext Prepare. If what you liked was the plain inbox, where clients send receipts and you code and publish them, ReceiptQBO offers that same simple loop, built only for QuickBooks Online.

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Loose pile of client receipts on a bookkeeper desk waiting to be read in one batch

What happened to Receipt Bank

If you have been away from receipt tools for a few years, the name may be the first surprise. Receipt Bank renamed itself Dext in 2021. Its core product is now called Dext Prepare. Per its public pages, it supports several ledgers and prices practice plans by client count. Many people still type the old name into a search box, which is how a lot of bookkeepers land here.

So there is no separate Receipt Bank product to compare against anymore. What people are usually looking for is something else: the feeling of the tool they used back then. A single place where receipts piled up. A short list to code. A button to send them into the ledger. Then on to the next client.

This page is for that bookkeeper. Maybe you left Receipt Bank when you went in house, or when a smaller practice did not need it. Now you are back to looking after several QuickBooks Online companies, and you want the inbox back without relearning a large platform. If you would rather compare against Dext as it is today, our Dext alternative page does that feature by feature.

The inbox, kept simple

ReceiptQBO is organized the way an inbox should be. Documents arrive. They are read. You look only at what needs a decision. Everything else goes through.

Each client company gets a forwarding address of its own, for example [email protected]. A receipt forwarded there lands in that client, already tagged. You can also drag in JPG, PNG, HEIC or PDF files, one at a time or up to 200 in a batch, which is handy when a client hands over a shoebox of scans in March.

Each document shows the vendor, date, subtotal, sales tax, tip, total, payment method, the last four digits of the card and the line items, along with a proposed account. If it looks right, it is done. If not, you change the field and move on.

The difference from the old days is what happens to the easy ones. Each field has a confidence score, and each client has a threshold, 90 percent by default. Documents at or above it are approved and posted without you opening them. Your inbox holds only the ones the AI model is unsure about.

Each receipt is coded to the client's own QuickBooks Online account, class, location and project.

What is new since you last used a receipt tool

A few things have improved across the whole category since Receipt Bank days, and ReceiptQBO uses them in a QuickBooks Online first way.

  • Emails without attachments. Online orders and app subscriptions often send the receipt as the email itself. ReceiptQBO reads the email body, so those no longer need a screenshot.
  • Class, location and project coding. The AI codes to the client's own QuickBooks Online lists, including class, location, customer or project, and the billable flag, not only the expense account.
  • Matching before posting. A receipt is matched by amount within a short date window to bank or card lines already in QuickBooks. A match is attached to that existing transaction, so the bank feed and the receipt never become two expenses. The bank matching page explains the window.
  • Duplicates held back. The same file, or the same vendor and amount within three days, is flagged and not posted.

Rules you set once

The best part of the old workflow was publishing a familiar supplier with no thought. ReceiptQBO keeps that idea and makes it stricter. A vendor rule overrides the AI every time. Write "Shell always Car and Truck, Fuel, class Field Ops" and every Shell receipt for that client follows it, regardless of what the model guessed.

You do not have to plan your rules up front. When you correct a document in review, one click saves the correction as a rule. After a month of normal work, most recurring vendors for a client have rules, and the review list gets shorter on its own.

On the Firm plan, rules can also be saved as practice-wide templates. A template for common fuel stations or software subscriptions can be applied to every new client on day one. For a longer walk through, read our guide to vendor rules for receipt coding.

The receipt is attached to the bank or card line already in QuickBooks, so nothing is entered twice.

What ReceiptQBO does not do

A simpler tool means some things are out of scope, and it is better to know them now.

  • Only QuickBooks Online. There is no Xero, Sage or QuickBooks Desktop connection. If you keep clients on those, a multi ledger tool will serve you better.
  • No mileage logs. ReceiptQBO handles receipts, bills and credit notes, not trip tracking.
  • Nothing to install. Clients forward emails or use a no-login upload link in their phone browser. Many find that easier than installing something, but if your clients expect an app, keep that in mind.

What you get in return is a short setup and a tool your team can learn in an afternoon. Connect a company through the Intuit sign-in, share the forwarding address, and documents begin to flow. Posting creates an Expense or a Bill in QuickBooks Online with the image attached, and adds the vendor if it is new.

Plans for one company or a whole practice

Pricing is by subscription, monthly or yearly, and you can cancel any time. Yearly billing is half the monthly price.

  • Company, $49 a month or $24 a month billed yearly. One QuickBooks Online company, 300 documents a month, up to five people forwarding receipts.
  • Bookkeeper, $299 a month or $149 a month billed yearly. Up to 25 client companies, 2,500 documents a month pooled, reminders for missing receipts, and preparer and reviewer roles.
  • Firm, $899 a month or $449 a month billed yearly. Up to 100 client companies, 10,000 documents a month pooled, an approver step, thresholds per client and audit export.

Over the allowance, documents wait in the queue instead of being refused, and upgrading mid period charges only the difference for the rest of that period. Deleting a document does not return it to the allowance.

Before you pay anything, you can upload one receipt on the home page without an account and see what the QuickBooks receipt scanner reads and which account it proposes.

How to get the inbox workflow running again

  1. Pick your plan size. Choose Company for one business, Bookkeeper for up to 25 clients, or Firm for up to 100.
  2. Connect the first client. Sign in to the client's QuickBooks Online company so its accounts, classes and customers sync.
  3. Share the forwarding address. Send the client its address and ask them to forward every receipt there from now on.
  4. Work the inbox for two weeks. Correct what the AI misses and save each correction as a rule.
  5. Raise the threshold or lower it. Once rules cover the regular vendors, adjust the client threshold so more items post on their own.

FAQ

Questions from former Receipt Bank users

Is Receipt Bank still available?
Receipt Bank was renamed Dext in 2021. The product continues under the Dext name, so a former Receipt Bank account would now be a Dext account.

Can I bring in old receipts from years ago?
Yes. Batch uploads take up to 200 files at a time. Old receipts can be matched to transactions already in QuickBooks Online and attached to them instead of creating new expenses.

Do my clients need to log in?
No. They forward receipts to their address or use the no-login upload link. On Bookkeeper and Firm plans, that link also goes out in the weekly missing receipt reminder.

How is ReceiptQBO different from the receipt capture inside QuickBooks Online?
QuickBooks Online has built-in receipt capture for one company at a time. ReceiptQBO adds coding to classes, locations and projects, vendor rules, a confidence threshold and one review queue across many clients.

Bring the simple receipt inbox back to your QuickBooks Online clients

Company $49, Bookkeeper $299, Firm $899 a month, or half that billed yearly.

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