Built around the client list, not a single company
Most receipt tools start from one business and add clients as an afterthought. A bookkeeping practice works the other way. You open the day with a list of companies, each with its own chart of accounts, its own classes, its own habits, and its own pile of paper.
ReceiptQBO is organized the way you already think. Every client company gets its own forwarding address, such as [email protected], its own upload link, and its own connection to QuickBooks Online. Receipts that arrive for Henderson are coded only against Henderson's lists, so a fuel charge for a plumbing client never lands in a marketing agency's accounts.
Clients can forward email receipts, upload JPG, PNG, HEIC or PDF files in batches of up to 200, or tap the no-login link. Receipts that arrive in an email body with no attachment are read from the body text. All of it lands in the right client, without anyone sorting by hand.
One review queue across every client
Switching between client files is where time disappears. Open a company, check five receipts, close it, open the next. ReceiptQBO replaces that with a single Review queue that pulls in every document below its client's confidence threshold, from every company you manage.
The queue is sorted lowest confidence first, so the receipts that truly need a human eye come to the top. Each one shows the image next to the fields the AI model read: vendor, date, subtotal, sales tax, tip, total, payment method, card last 4 digits and line items, with a confidence score per field. You fix what is wrong, approve, and move on.
Approving in bulk is part of the Bookkeeper and Firm plans, so a run of clean fuel receipts from the same station can be approved together. Any correction you make can be saved as a vendor rule in one click, which means the same mistake does not come back next week. Our guide on vendor rules for receipt coding covers the rules most practices set up first.
Fwd: Your Lowe's receipt
Forwarded email, 2 min ago
IMG_4471.HEIC
Client link, 9 min ago
Invoice #88213 from Sunbelt Rentals
Gmail filter, 22 min ago
38 files from October folder
Batch upload, 1 hr ago
Thresholds per client, because clients are not equal
A long-time client with tidy receipts and simple coding can run almost on autopilot. A new client in construction, with job costing and mixed personal charges, needs closer review for a while. One global setting would be wrong for both.
Each client in ReceiptQBO has its own approval threshold, set to 90 percent by default. Documents at or above the threshold are approved and posted to QuickBooks Online automatically. Documents below it wait for review. You can raise the bar for a client you are still learning and lower it once their vendor rules are in place.
The duplicate check works across intake channels. If a client forwards the email receipt and also snaps a photo of the paper copy, the same fingerprint, or the same vendor and amount within 3 days, is flagged and not posted twice. That protects clients who send everything twice just to be safe.
A dashboard per client that shows where each one stands
The client dashboard answers the questions you ask every morning. For each company, you see how many documents were processed this month, how many are waiting for review, and how many bank or card charges still have no receipt.
That last number comes from bank matching. ReceiptQBO compares each receipt with transactions already in QuickBooks and with imported statements, and attaches matched receipts to the existing transaction instead of creating a duplicate expense. Charges with no receipt form the missing list for that client.
The missing list feeds missing receipt reminders, a weekly email to the client contact on the weekday you pick, with the no-login upload link inside. Most of the chasing happens without you writing a single email. When you sit down to close a month, the dashboard shows which clients are ready and which still need attention.
Expense, ready to post
96%- Vendor
- Sunbelt Rentals
- Account
- 6600 Equipment Rental
- Class
- Field Ops
- Location
- Round Rock
- Project
- Lakeview Deck Project
- Billable
- Yes, to customer
Roles for preparers and reviewers
Practices rarely have one person doing everything. A preparer works the queue, a reviewer checks the harder items, and the owner signs off. ReceiptQBO supports owner, admin, preparer and reviewer roles on the Bookkeeper plan, with unlimited team members, and adds an approver step and roles per client on the Firm plan.
Every step leaves a record in the audit trail: when the document was received, when it was read, which rule applied, who edited which field, who approved it and when it was posted. When a client asks why a charge sits in a given account, you can show the history rather than guess.
The connection to QuickBooks Online uses the Intuit sign-in, so no one on your team ever handles client passwords. Disconnecting a company revokes its access. More on that on the security page.
Flat practice pricing and a worked time example
The Bookkeeper plan is $299 a month, or $149 a month billed yearly ($1,788 a year). It covers up to 25 client companies and 2,500 documents a month, pooled across all of them, so a busy client and a quiet one share the same allowance. There is no per-client fee and no credit system. Larger practices move to the Firm plan with up to 100 clients.
To see what manual entry costs, here is an example, not a measured result. Say a practice has 20 clients sending 40 receipts a month each, and each receipt takes 4 minutes to open, key in, code and attach by hand. That is 20 x 40 x 4 minutes, or 3,200 minutes, about 53 hours a month. If most receipts post automatically and the rest take under a minute in review, a large part of those hours goes back to advisory work or new clients.
Compare plans on the pricing page, or try one receipt in the free demo on the home page of our QuickBooks receipt scanner.
What changes for a practice with 25 clients
| Task | Without a practice tool | With ReceiptQBO Bookkeeper |
|---|---|---|
| Collecting receipts | Email threads and shared folders per client | Forwarding address and upload link per client |
| Keying in data | Typed by hand from each image | Read by the AI model with a confidence score per field |
| Coding | Chosen from memory per client | Coded to each client's own lists, vendor rules on top |
| Review | Open each company file one by one | One queue across all clients, lowest confidence first |
| Chasing missing receipts | Manual emails at month end | Weekly reminder with a no-login upload link |
Feature availability depends on plan. See the pricing page for details.