Duplicate transactions when doing both receipt snap and bank statements?

[u/LoudMouse327]

I've been using the receipt snap feature for a while, since I learned about it, and then later found that could link my bank account directly and pull straight from that. I have been using the mobile app mostly, which is maybe part of my problem. When I jave been doing the reciept snap, it seems the only option is to post it as an expense, or it just goes into the "to be reviewed" folder. I don't see any other option to match it with a bank account or anything, so I've just been posting them.

Now I realized that I am ending up with a lot of duplicate transactions. Is the best course of action to just delete all the receipts, excepting ones that were cash transactions, and then just pull from my checking and credit card statements? Obviously I would still save physical copies of the receipts in my desk, but I just want to make sure I'm not double dipping when figuring out my expenses.

Is there a way to do this automatically, or will I need to manually delete each receipt that was recorded?

[u/dragonagitator]

Are you not matching the bank feed transactions to the expenses created by the receipts?

[u/LoudMouse327 → u/dragonagitator]

I am now, but the problem is I had already done several months worth of receipts before I knew I could sync with a bank account. So those ones are not already labeled as being from my checking account since the only option was to label them as cash

[u/TheMostFluffyCat]

The receipts workflow in QB is a little tricky to work with. Sometimes it'll pick up the match on the bank feeds side, sometimes it'll pick up the match on the receipts side, or sometimes it won't pick up the match at all. Sometimes it'll import twice because it's weird and glitchy. Sometimes it'll fill out your receipts with weird inaccurate info. Sometimes even though you submit receipts they won't be in the receipts window at all. I'd suggest picking one as your main workflow area, and the other as complimentary. Typically I'll start in the bank feeds, match any receipts that easily show up there, and then move to the receipts window. From the receipts window, you click into each receipt, review and edit the info, then add those receipts. Then you have to bounce back to the bank feeds to see if the match is there and match it.

Another option would be to not have the bank feeds and just work from the receipts window.

Another option would be to not use the receipts window but instead work only in the bank feeds and upload receipts as attachments but not as matches.

If you want to get those receipts in the books, you'll have to manually delete them one by one. The receipts workflows in QB are pretty clunky and require a lot of manual sorting to get them to behave correctly. At the least, just keeping a very close eye on both the bank feeds and receipts is necessary, and reconciling to the bank statements each month to find duplicates.

Good luck!

[u/LoudMouse327 → u/TheMostFluffyCat]

Thank you for this! I guess now I have something to do during coffee/lunch breaks for the next several weeks haha! I think the easiest for my business is probably just going to be using bank statements as the main source, and then just adding receipts for stuff I pay cash for. I keep all my physical receipts folders for each quarter in case Uncle Sam ever wants to see them.

I should probably ask this as separate post, but since you seem pretty knowledgeable: I am in the auto restoration business, and buy a lot of hard to find stuff at swap meets, on Craigslist, estate sales, etc... obviously an old man I met on Facebook Marketplace isn't going to want to write me a receipt. Is there any way to record those purchases and have it be all above board, or do I need to just let those ones go? Because once my customer pays their bill, and I charge them for that stuff, it looks like I made way more money than I actually did.

[u/confusedpanda45]

I don’t usually use receipt snap for this very reason it’s kind of clunky. It can cause duplicates and a mess. I cleaned up 1 year of this for a client and it was crazy because I guess QB sometimes doesn’t pick up the match, or it comes through the receipt module weird.

I usually just rely on the bank feed and attach receipts there during coding. Keeps things streamlined in one spot and avoids duplications from the receipt snap.

For the receipts already entered as expenses, I would just undo the duplicate bank transaction and put it back into the bank feed. Either exclude it or try to match it to the receipt / expense entry. If you exclude it though, you want to make sure the receipt / expense entry is posted on the right bank ledger.

One common mis match I have noticed is if the original receipt snapped doesn’t have a tip, but maybe you tipped on the merchant copy, so it’s mis matched due to the amount clearing the bank being different.

[u/Conscious_Annual_221]

Always add all expenses as "bills," not receipts. Then you can match from the bank feed the payments.