How Receipts Appear in QuickBooks Online with Receipt-AI (Attachments, Expenses, and Line Items)

In this guide, we’ll show you the three ways receipts from Receipt-AI can appear in QuickBooks Online — from simple attachments to fully itemized expenses. Use the quick links below to jump to the section you need:

1. Receipt as an Attachment Only

The most basic setup is when a receipt is sent into QuickBooks Online through Receipt-AI but isn’t automatically turned into an expense transaction. Instead, it shows up simply as a stored attachment (PDF, JPG, PNG, etc) inside QuickBooks.

How it looks

The uploaded file (for example, 2025-03-24_uber_64.92_queenie-peng.pdf) will be available in QuickBooks under the attachments section. No expense entry is created — just the receipt itself.

QuickBooks Online screenshot showing a receipt uploaded via Receipt-AI stored only as an attachment. The file 2025-03-24_uber_64.92_queenie-peng.pdf appears in the attachments section without an expense entry. This demonstrates the Attachment Only mode, where businesses store receipts for compliance and audits without creating linked expenses. — Example of a receipt saved in QuickBooks Online as an **attachment only**, with no linked expense transaction.

Why it’s useful

Compliance and audits: Businesses that primarily need receipts kept in QuickBooks for audit purposes can use this method.
Flexibility: Teams can later attach the document to a bill, match it to a bank feed transaction, or keep it as record-only.
Control: For companies that don’t want every uploaded receipt to become an expense automatically, this is the cleanest option.

How to enable in Receipt-AI

Connect Receipt-AI to your QuickBooks Online account.
Do not enable One-Click Reconciliation.
Leave Line Item in Accounting Software disabled.
With these options off, receipts will flow into QuickBooks only as attachments.

This mode is perfect for businesses that want control over how receipts are eventually used, without forcing them into the expense workflow right away.

2. Receipt Linked to an Expense

The next level is when a receipt uploaded through Receipt-AI is not just stored in QuickBooks but also automatically linked to a new expense transaction. This ensures the expense is recorded in your books at the same time the receipt is saved.

How it looks

In QuickBooks, you’ll see an expense entry (for example, Payee: Uber, Amount: $64.92, Category: Travel) with the receipt PDF attached. The memo may also include the employee’s name (e.g., Queenie Peng) and a link back to the Receipt-AI record.

QuickBooks Online screenshot of an expense transaction automatically created from Receipt-AI. Example shows Payee: Uber, Amount: $64.92, Category: Travel, with the uploaded receipt PDF attached. The memo field contains extra context such as employee name Queenie Peng and a Receipt-AI link. This illustrates the Receipt Linked to an Expense mode where receipts and expenses are seamlessly tied together. — Receipt-AI automatically creates an **expense in QuickBooks** and attaches the receipt for full documentation.

Why it’s useful

Automation: Keeps receipts and expenses automatically tied together, reducing manual work.
Accuracy: Ensures every transaction is properly documented with its supporting receipt.
Efficiency: Makes it easier for teams to review expenses, reimburse employees, or prepare reports.

How to enable in Receipt-AI

Connect Receipt-AI to your QuickBooks Online account.
Turn on One-Click Reconciliation.
Leave Line Item in Accounting Software disabled (that’s for the detailed setup in Part 3).
Set up your Chart of Accounts in Receipt-AI — the AI will automatically categorize expenses into the right accounts.
Each processed receipt will then create an expense in QuickBooks with the receipt attached.

This mode is ideal for businesses that want receipts and expenses linked seamlessly, but don’t require line-by-line details.

3. Receipt Linked to an Expense with Line Item Details

For businesses that need a detailed breakdown, Receipt-AI can extract line items from receipts and sync them into QuickBooks as individual expense lines.

How it looks

In QuickBooks, instead of one Uber expense of $64.92, it’s split into:

Distance: $8.92
Time: $20.05
Reserve Premium: $1.00
Base Fare: $15.32
Gratuity: $8.47
Fee: $3.45

The original receipt PDF is still attached, but now the QuickBooks transaction reflects each component of the expense.

QuickBooks Online screenshot of an itemized Uber expense created by Receipt-AI with Line Item Sync enabled. The expense entry splits $64.92 into multiple categories: Distance $8.92, Time $20.05, Reserve Premium $1.00, Base Fare $15.32, Gratuity $8.47, and Fee $3.45. The receipt PDF is still attached. This demonstrates the Line Item Details mode, providing granular expense tracking and AI-powered categorization into chart of accounts. — With Line Item Sync, each **receipt is broken down into detailed expense lines** in QuickBooks for precise accounting.

Why it’s useful

Precision: Provides more accurate accounting by breaking out costs at the line level.
Insights: Helps analyze spending patterns (e.g., gratuities vs. fares).
Audit-ready: Improves reporting accuracy for businesses tracking detailed categories.

How to enable in Receipt-AI

Connect Receipt-AI to your QuickBooks Online account.
Turn on One-Click Reconciliation and Line Item in Accounting Software.
Set up your Chart of Accounts in Receipt-AI — the AI will categorize each line item automatically.
Each processed receipt will then create a fully itemized expense in QuickBooks with the receipt attached.

This mode is best for businesses that want the highest level of detail, with AI ensuring each line is classified correctly.