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How to automate the processing of my receipts with Qonto?

  • Updated

Automatically associate all your invoices and receipts to the right transactions in Qonto and save valuable time on your bookkeeping.

 

👉 Customer invoices can only be manually associated to your transactions from your Business account > Transactions.

 

How does the automatic processing of receipts work?

Qonto can process any supplier invoice or receipt imported from your Supplier Invoices section, transferred from your email box or imported from your online storage space, Google Drive or Dropbox, or Supplier portal.

When imported, invoices are automatically scanned by Qonto. Optical Character Recognition (OCR) extracts all the important information contained in your document, and our algorithm analyzes this information to associate the invoice with one of your outgoing payments.

💡 We even automatically extract the VAT for you!

 

How to import a supplier invoice or a receipt in Qonto?

Import all your receipts, regardless of their origin:

  1. Use your Supplier Invoices section to download multiple invoices at once, either paid or unpaid.

  2. Forward your invoices received by email to your forwarding email address. You can even automate the transfer of your digital receipts from Gmail to Qonto.

  3. Connect your cloud storage solution directly to your Qonto account, in order to automatically import all your invoices and receipts from your Google Drive or Dropbox folder (available on 💻desktop and 📱).
    👉 These features are only available for Smart and higher plans.

4. The Get My Invoices feature enables you to connect to over 10,000 different supplier portals

  1. From the Integration and Partnership‘s section (only on 💻desktop):
    1. Click on Featured
    2. Search for the supplier portal you would like to connect to, select it
    3. Click on Connect.

  2. From the Invoices section (on 💻 desktop):
    1. Click on Supplier Invoices
    2. Press the Activate integrations and tools button in the top right corner 🔌
    3. Select Import receipts and invoices
    4. Search for the supplier portal you would like to connect to, click on Connect.

  3. Once you have clicked on Connect, it will take a few seconds before the set-up begins. Then, you will be able to:
    • enter your supplier login details
    • decide on the starting date to import your already existing invoices
    • click on Finish/Save.

If you can’t find the supplier integration you’re looking for, please feel free to fill in this form.

Invoices and receipts added manually to a transaction from the Business account section will not appear in your Supplier invoices section.

 

What if my receipt was not automatically matched to the right transaction?

If no corresponding transaction can be found, you can attach the invoices to the right transactions manually:

  1. Click on the Invoices menu and then access your Supplier invoices section.

  2. In the Imported tab, visualize all the invoices that could not be automatically attached to a transaction, sorted by due date.

  3. Click on the invoice you wish to link to an existing transaction, and then on the Mark as paid button.

  4. Select the transaction you wish to associate your receipt with, or click on Continue without transaction if you don't wish to associate it with any.

💡 Good to know: Unpaid invoices also appear on the Imported tab of your Supplier Invoices section, to help you streamline the management and payment of your upcoming payments. (Read more)

 

If your invoice or receipt is neither accessible from the Imported tab nor the Processing tab of your Supplier Invoices section, please verify that your document does not exceed 15 MB and that all the important information on your invoice is legible (e.g. VAT number, amount, etc.). You can then try to re-import the invoice or download it directly in your Business account >Transactions by clicking on the corresponding transaction.