As we move towards a paperless office, getting all those shoe-boxed receipts into the cloud can be a challenge. Fortunately, QuickFile has a solution.

The Receipt Hub is a collection of tools that lets you import and organise your paper receipts in the cloud. It can take receipts from your mobile device, your computer and your email, and keeps them in one place ready for processing.

To open it, go to your Dashboard and click View in the Receipt Hub under Receipt Scans on the Pinboard.

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Where do I find the Receipt Hub?

On your Dashboard, the Receipt Scans panel on the Pinboard shows how many receipts are untagged. Click View in the Receipt Hub to open the Receipt Hub. You can also type Receipt Hub into Quick search at the top left of the screen.

How do I get my receipts into the Receipt Hub?

You can import receipts in four ways. Whichever you use, the files arrive in the same place.

Using the QuickFile app

QuickFile comes with a free Android and iOS app that makes it simple to snap your receipts on the move. You can tag a receipt later, or enter the supplier, totals and VAT in the app straight away. Find out more about our mobile apps.

Dropbox integration

Link your Dropbox account to QuickFile and we create a dedicated folder for you. Any receipt you drag into it appears in your Receipt Hub within minutes.

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.

Once connected, the Storage Providers page shows Active next to Dropbox, with the Disconnect and Sync buttons and the folder name.

If a file does not appear, click Sync to ask QuickFile to check your Dropbox folder now. If QuickFile found files it could not import, a banner lists the reasons, for example a file with a matching untagged Receipt Hub entry, an unsupported file type, or a file over the 5MB limit.

Email us your receipts

Do you receive many of your invoices by email? Forward them to receipts@quickfile.co.uk and we drop them into your Receipt Hub. We look for attachments first. If there is no attachment, we show the body of the email as a document so you can extract the details later. Before you start, tell us which addresses you will send from, so we know where to route the emails.

1. Go to Account Settings > Routine Emails, then open the Email My Receipts tab.
2. Enter each address you will send from, up to 10, in the Email 1 to Email 10 boxes.
3. Click Save Email Settings.

Find out more about emailing receipts to QuickFile.

Direct upload

Upload receipts straight from the Receipt Hub and start processing them right away. Drag a file into the upload box, or click Browse to choose a file.

How do I tag my receipts once they are in the Receipt Hub?

When a receipt first arrives it is untagged, which means QuickFile does not yet know what it relates to. Untagged receipts show a red Tag Me button. Use the Untagged and Tagged tick boxes above the list to show one, the other or both, or use Quick Search to find a receipt by name.

Receipts also show a status under the file name. Analysis Ready means the receipt has been read by AI receipt analysis, and Analysis Failed means it could not be read, for example a text file. A file that failed is still in the Receipt Hub and you can tag it by hand.

1. Click Tag Me next to the receipt.

2. If Analyser Results is shown, check the fields it filled in against the receipt. The pale green fields were filled in by the analyser and can be wrong. You can click Show 7 matches to see every extracted field. Click Discard match and tag manually if you would rather start from the amount.

   

3. Enter the Total Amount from the receipt. QuickFile searches your existing purchases for a match. You can also type in Filter by Supplier to narrow the list.

4. If the receipt relates to a purchase you have already recorded, click the matching item. The receipt image is tagged to that purchase.

   

5. If there is no match, QuickFile says We couldn’t find any matching purchases on your account. Click Create New Purchase.

The receipt image stays on the left while you key in the details on the right:

1. Check the Total Amount and Currency. You can choose GBP British Pound, EUR Euro or USD Dollar.

2. Choose the Supplier. Start typing a name and pick it from the list.

3. Enter a Description and the Supplier Ref., and check the Receipt Date, Due Date and Category. Add Project Tags if you use them.

4. Leave the receipt unpaid, or tick This item has been paid in full and choose the account in Paid From.

5. Click Create New Purchase.

   

Once you have saved a receipt, you can consider it tagged, and it is marked green on the Receipt Hub overview page. When you tag a receipt you can also link it to an existing untagged bank transaction.

Can I process general business documents in the Receipt Hub?

Yes, you can send whatever documents you like to the Receipt Hub. In theory you can use it to archive bank statements, letters, contracts, HMRC correspondence, remittance advice slips, whatever you wish.

When you open a new document, three buttons at the top right let you manage it. Move opens the Move Document box, where you choose a folder in Move to (or tick Create New to make a new one) and click Save. Delete removes an unwanted document, and Refresh reloads the page.

Is there a limit to how many receipts I can upload to the Receipt Hub?

Yes. QuickFile sets a daily transfer limit, so that no one user slows the service down by uploading large volumes of data. We currently describe it as 262 MB a day. You can read more about data limits in Daily transfer limit explained.

To make the most of your limit, compress the documents you upload to the Receipt Hub. Files over 5MB are not imported from Dropbox.

Which document types can be uploaded?

We currently support:

• PDF documents
• Images (png, gif, jpg, tif)
• Word documents (including RTF)
• Excel spreadsheets (including CSV)
• Notepad (text) documents
• HTML documents

Any other document types you email or upload to Dropbox are usually ignored.

Troubleshooting

My receipt shows Analysis Failed

QuickFile could not read the file, for example a text (.txt) file. The file is still in the Receipt Hub, so click Tag Me and enter the details yourself. Send receipts as PDF or image files where you can.

My Dropbox file has not appeared in the Receipt Hub

Wait a few minutes, then go to Account Settings > 3rd Party Integration > Cloud storage integrations, click Dropbox and click Sync. The banner at the top of the page tells you if QuickFile found the file but could not import it, for example because it is over 5MB or an unsupported file type.

QuickFile says it could not find any matching purchases

Check the Total Amount is exactly the amount on the receipt, and untick Hide purchases with scans already attached if the purchase might already have another scan. Otherwise click Create New Purchase to record it.

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.
• Receipt capture with Dropbox: Scan receipts with the Dropbox app and check your folder with Sync.
• Email us your receipts: Send receipts to QuickFile by email instead.
• Artificial Intelligence (AI) Powered Receipt Analysis: How AI reads your receipts, what it costs and how to check the results.
• Download an archive of your documents: Download your stored documents in one archive.