Receipt capture with Dropbox lets you send receipts and other business documents to the QuickFile Receipt Hub without typing them in. You link your Dropbox account to QuickFile once. After that, any file you save in the QuickFile folder in Dropbox is imported automatically.

You can scan paper receipts with the Dropbox app on your phone, or add files from Dropbox on your computer. QuickFile can only see the one QuickFile folder in your Dropbox, not your other files.

Prefer to watch?

Before you start

• A Dropbox account. The Dropbox app is free and is available for Android and iOS.
• To have QuickFile read your receipts automatically, you also need AI receipt analysis switched on and a positive credit balance. See Have QuickFile read your receipts automatically below.

Link Dropbox to QuickFile

You only need to do this once. It takes around 2 minutes and creates a dedicated QuickFile folder in your Dropbox.

1. Go to Account Settings > 3rd Party Integration > Cloud storage integrations.
2. Click the Dropbox logo.
3. Click Connect.
4. Sign in to Dropbox if asked, then click Allow.
5. When QuickFile shows the You’re now connected to Dropbox pop-up, click Got it.

The pop-up names your new folder as Apps/Quick File Receipts/... The Storage Providers page now shows Active next to Dropbox, with the Disconnect and Sync buttons and the folder name.

Check which Dropbox account is connected

You can see which Dropbox account is linked to QuickFile, and when it was connected.

1. Go to Account Settings > 3rd Party Integration > Cloud storage integrations and click the Dropbox logo.

2. Click Account Info, next to Active.

   

3. Read the Dropbox Connected Account Information pop-up. It shows the Account Name, Type, Email and Connected On date and time.

   

4. Click Close.

Scan a receipt with the Dropbox app

Install the free Dropbox app on your phone, then sign in with the Dropbox account you linked to QuickFile:

• iPhone / iPad app
• Android app

Dropbox has a built-in scan feature. It crops and compresses your photo into a PDF or JPEG, then saves it to your QuickFile folder. The steps below are from Android. The Dropbox app on iOS may look different.

1. Open the Dropbox app and tap Add File. On Android, this is a blue + icon in the bottom right corner. The Add to Dropbox menu opens.

   

2. Tap Scan document.

3. Take a clear photo of the receipt. Dropbox adjusts to the size of the paper automatically, so it helps to take the photo against a dark background. You can use the flash to help too.

   

4. Check the photo on the Scan preview screen. You can adjust the image (for example, the contrast), rotate it, rearrange the pages or add more pages. When you are happy with it, tap the arrow at the top right.

   

5. Give the file a name, or keep the suggested one, then choose the file type, PDF or JPEG.

6. Check that the save location is your QuickFile folder, Quick File Receipts.

   

7. Save the file. On Android, tap the tick at the top right of the Save as screen.

Dropbox saves and compresses the file and uploads it to your Dropbox folder. QuickFile then imports it, as described below.

Get the receipt into QuickFile

QuickFile checks the Quick File Receipts folder for new files and imports them into the Receipt Hub. This usually takes a couple of minutes and you don’t need to click anything. It can take up to five minutes.

1. Save a file in the Apps > Quick File Receipts folder in Dropbox. A scan from the Dropbox app goes there if you chose that folder. You can also upload or drag files into the folder from Dropbox on your computer.
2. Wait a couple of minutes.
3. Go to your Dashboard and open the Receipt Hub.
4. Find your file at the top of the list. It keeps its original file name, shows today’s date under Uploaded, and has a Tag Me button.

After the import, QuickFile moves the original file in Dropbox into the Imported folder inside Quick File Receipts, in a sub-folder named with your QuickFile account number. It adds the date and time of the import to the start of the file name, in the form year_month_day_hour_minute_second, for example 2026_11_02_14_23_01__receipt.jpg.

The file is moved, not deleted, so Dropbox keeps a copy of every receipt you send. The Receipt Hub shows the original file name without the date and time.

Check your Dropbox folder with Sync

If a file hasn’t appeared in the Receipt Hub, use Sync to ask QuickFile to check your Dropbox folder for new files. QuickFile also tells you if it found files it couldn’t import, and why.

1. Go to Account Settings > 3rd Party Integration > Cloud storage integrations and click Dropbox.
2. Click Sync.
3. Read the message at the top of the page.

The messages you may see:

The last three messages appear together in a pink banner that starts We found one or more files in your designated Dropbox folder, but they could not be imported due to the following reasons:. The number at the start of each line is how many files have that problem.

Files that can’t be imported stay in the Quick File Receipts folder in Dropbox.

Have QuickFile read your receipts automatically

When AI receipt analysis is switched on, QuickFile reads each receipt that arrives in the Receipt Hub, including files imported from Dropbox. It then fills in the tagging form for you. Each analysis is charged to your QuickFile credit. For the full details, see Artificial Intelligence (AI) Powered Receipt Analysis.

1. Go to Account Settings > Advanced Settings > Optional Features.
2. Check that Enable AI receipt analysis is switched on. If you change it, click Save.
3. Open Billing from your company name at the top right of the page and check that your credit balance is above zero.

Once a receipt is imported, its status appears under the file name in the Receipt Hub:

The charge is 4p excluding VAT with a Power User Subscription, or 10p excluding VAT without one. Each analysis shows in Billing as a Receipt Analysis line.

Tag an analysed receipt

1. In the Receipt Hub, wait until the receipt shows Analysis Ready.
2. Click Tag Me.
3. Look at Analyser Results. If it lists possible matches, check them before you choose one. Otherwise click Discard match and tag manually.
4. Check the pale green fields against your receipt. The AI filled these in, and can be wrong.
5. Choose the Supplier if it is empty.
6. Click Create New Purchase.

Troubleshooting

My file isn’t in the Receipt Hub

Wait a couple of minutes, then reload the Receipt Hub. Check that the file is in the Apps > Quick File Receipts folder in Dropbox, because QuickFile only looks in that folder. Then use Sync (see above) to see whether QuickFile found the file and couldn’t import it. If the file is a ZIP file, or is over 5 MB, it isn’t imported.

Sync says it was unable to locate any new items

The link to Dropbox is working, and there is nothing new waiting in the folder. Check that the file is in the Quick File Receipts folder and not in another Dropbox folder. If it was already imported, look in the Receipt Hub, or in the Imported folder in Dropbox.

Sync says a file has a matching untagged Receipt Hub entry

A file with the same name is already waiting in your Receipt Hub, so QuickFile didn’t import this one. The file stays in the Dropbox folder.

A receipt shows Analysis Failed

QuickFile couldn’t read the file, for example a text (.txt) file. Send receipts as PDF or image files, such as a JPG.

My receipts aren’t being analysed

Check that Enable AI receipt analysis is switched on and saved in Advanced Settings > Optional Features, and that your credit balance is above zero. Analysis only runs when you have credit.

Related topics

New to Document Management? Start with The Document Management Area for an overview of where your documents are stored. Then:

• The Document Management Area: Where your scanned receipts and other business documents are kept, and how to organise them in folders.
• Dropbox Integration Setup: The full guide to linking Dropbox, supported file types and limits.
• The Receipt Hub: Import, tag and manage your receipts in one place.
• Artificial Intelligence (AI) Powered Receipt Analysis: How AI reads your receipts, what it costs and how to check the results.
• Dropbox Custom Folder Suffixes: Use one Dropbox account with more than one QuickFile account.
• Email us your receipts: Send receipts to QuickFile by email instead.