Where Did That Receipt Go? How to Keep Your Bookkeeper (and the IRS) Happy
- Melton Liggett
- May 13
- 2 min read
Updated: Jul 15
If you're like most business owners, you've probably had this moment: standing in the checkout line, squinting at a paper receipt while balancing a coffee, your phone, and your sense of dignity.
Then two weeks later, your bookkeeper asks: "Hey, what was that $137.94 at Office Universe?"And you're thinking: "Was that toner? A chair? Did I dream it?"
Let’s fix that. Here’s how to keep up with your receipts—whether they come from a printer, your inbox, or your cousin’s cash-only catering business—and get them safely into QuickBooks.
📸 For Paper Receipts (a.k.a. the disappearing ink brigade)
Paper fades, gets crumpled, or vanishes into your glovebox forever. Here's how to fight back:
Use the QuickBooks Online mobile app – Snap a photo of the receipt as soon as you get it. It attaches directly to the transaction or can be reviewed and matched by your bookkeeper.
Label it while it’s fresh – Add a quick note like “Client lunch – The Grill” before you forget why you spent $78.43 on tiny tacos.
Store a backup – If you're old school, keep a folder or accordion file labeled by month. Just in case.
🧾 For Email Receipts (Amazon, airlines, online software, etc.)
These are the ones that flood your inbox like confetti. Easy to miss, but even easier to save:
Forward to your QuickBooks receipt email – You have a unique QuickBooks email address that lets you forward digital receipts straight into your account.
Create an "Expense Receipts" email folder – Set rules to auto-sort receipts from vendors you use often.
Name your files smartly – If you download a receipt PDF, rename it like “Zoom_Pro_Subscription_Feb2025.pdf” before uploading.
🛒 For In-App Purchases or Subscriptions
These are the sneaky ones: Apple, Google, Canva, Spotify Business—anything billed through a third party.
Log in and screenshot – If you can't find an invoice, a clear screenshot of the payment and what it was for is better than nothing.
Note the business use – Especially for things that might look personal (looking at you, Spotify), jot down why it’s legit.
📤 How to Upload into QuickBooks Online
Once you've wrangled your receipts, here's how to get them in:
Use the QBO mobile app – Upload directly with the camera or by selecting from your photo library.
Drag and drop – From your computer into the Receipts tab under the Transactions section.
Email it in – Forward to your QBO receipt email. Your bookkeeper can take it from there.
😇 Why This Matters
It protects your deductions – No receipt? No write-off. The IRS isn’t into guessing games.
It makes your reports accurate – Your bookkeeper can only do so much with a mystery charge.
It saves you from awkward emails – ("Hey… what was this $237 charge at 'Innovative Fizz LLC'?")
🎯 Final Thought
Think of receipts like little financial breadcrumbs. The faster you save them, the easier it is for your bookkeeper to follow the trail—and make your business shine.
Plus, let’s be honest: your future self will thank you when tax time rolls around and you’re not crawling under your car seat looking for that one crumpled parking receipt.
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