Can you scan invoices (not receipts) in QuickBooks?

QuickBooks offers several ways to manage invoices, but its built-in scanning capabilities are limited. While you can upload and attach invoices, QuickBooks doesn’t automatically extract key details.

To streamline this, many businesses use third-party invoice scanning apps with OCR (optical character recognition) to extract data and sync it with QuickBooks.

Here’s what you need to know about scanning invoices in QuickBooks, key considerations, and how AP automation solutions can create a more seamless workflow.

Can you scan invoices into QuickBooks?

QuickBooks does not have a built-in invoice scanning feature for accounts payable (AP). While it offers receipt scanning, this function only applies to expense tracking—not invoice processing.

If you need to scan invoices directly into QuickBooks and extract key details like vendor name and line items, and automatically create bills, you'll need a third-party integration.

Why businesses think QuickBooks has invoice scanning

Many assume QuickBooks supports invoice scanning due to two common misconceptions:

• Receipt scanning exists: QuickBooks Online allows users to scan receipts via its mobile app, but this feature does not extend to invoices.
• Uploading invoices is not the same as scanning: While QuickBooks lets users attach invoices to transactions, it does not extract data or automate bill creation like true invoice scanning software.

Without a dedicated invoice scanning function, businesses have to manually enter invoice details, increasing the risk of errors and inefficiencies.

Does QuickBooks have OCR for invoices?

QuickBooks offers OCR (optical character recognition), but only for receipt scanning in QuickBooks Online and some Desktop versions. This technology allows QuickBooks to extract vendor name, date, and amount from receipts.

However, QuickBooks’ OCR does not work for invoices, meaning businesses need external tools if they want to automate data extraction, similar to invoice scanning.

What are your options for handling invoices in QuickBooks?

If your business needs to process invoices in QuickBooks, you can:

• Manually enter data: Enter invoice details line by line manually
• Use a third-party integration: Enables true invoice scanning, OCR-based data extraction, and AP automation

For businesses that want to eliminate manual data entry and fully automate their accounts payable process, integrating with an invoice scanning solution is essential for streamlining workflows and reducing errors.

How to use third-party apps to scan invoices into QuickBooks

Businesses looking to automate invoice processing need to turn to third-party integrations. These tools use OCR technology to extract invoice details and automate portions of the QuickBooks workflow. However, each tool has unique features and limitations.

Invoice scanning apps for QuickBooks

If you need an invoice scanning solution that works with QuickBooks, here’s how some of the current third-party apps in its marketplace compares:

• AutoEntry: An OCR-based tool that extracts invoice data and syncs it with QuickBooks. May require manual review before approval.
• Scan2Invoice: Scans invoices into QuickBooks Online, attaching the original document to the corresponding bill. While it extracts key data, manual checks are often required before syncing.
• Hubdoc: Combines invoice capture with document storage, but its OCR accuracy is limited, requiring manual corrections before syncing.

Each of these tools adds invoice scanning capabilities to QuickBooks, but they still require manual intervention to ensure accuracy.

Why single-feature third-party apps can have limitations

While third-party apps help bridge the invoice scanning gap in QuickBooks, many don’t offer end-to-end automation. To find the right solution, businesses should consider how well an integration syncs with QuickBooks and whether it provides full AP automation—not just OCR.

Businesses looking for a more seamless AP process often explore:

• Built-in AP automation software: Some AP solutions integrate directly with QuickBooks, combining invoice OCR, approvals, and payments into a single platform.
• ERP integrations: Businesses using QuickBooks alongside an ERP may benefit from AP automation tools that bridge the gap between both systems.

A more integrated AP solution should scan invoices, but also eliminate extra steps, reduce errors, and streamline the entire workflow. Instead of paying for standalone OCR tools, businesses can invest in a solution that handles invoice scanning and approvals while also addressing any of QuickBooks' other AP limitations.

How Ramp enhances invoice scanning for QuickBooks Online

Ramp is an AP automation and spend management solution that integrates directly with QuickBooks Online, helping businesses capture, process, and sync invoices with minimal effort.

Here’s how Ramp Bill Pay enhances invoice scanning and OCR:

Instead of manually entering invoices into QuickBooks Online, finance teams can upload invoices directly to Ramp, where AI-powered OCR automatically extracts key details, including vendor names, invoice numbers, due dates, and line items. This eliminates manual data entry, reducing the risk of errors and ensuring accuracy from the start.

Once extracted, invoice details are reviewed and approved within Ramp, giving finance teams full control before syncing seamlessly to QuickBooks Online for a faster invoice process that keeps financial records up to date without extra effort.

Moreover, Ramp's invoice management software is able to provide more end-to-end AP automation capabilities such as:

• Automated approval workflows: Customizable approval rules ensure invoices are reviewed and approved efficiently.
• Multi-payment options: Supports payments via ACH, checks, and virtual cards while keeping records updated in QuickBooks Online.
• Automatic vendor creation: Ramp can add new vendors from transactions to QuickBooks (available to Owner, Admin, and Bookkeeper roles). Vendors are created after transactions are clear.

By integrating Ramp with QuickBooks Online, finance teams reduce processing time, minimize errors, and maintain accurate financial records—without disrupting existing accounting workflows.

Choosing the right tool for invoice scanning in QuickBooks

QuickBooks provides essential accounting features, but many businesses turn to third-party apps to enhance invoice scanning and automation. Choosing the right solution depends on accuracy, ease of use, and seamless integration with QuickBooks.

That’s why businesses turn to solutions like Ramp to help teams process invoices faster with fewer errors.

But don’t take it from us—Snapdocs, a digital closing platform for real estate, adopted Ramp Bill Pay along with other Ramp features, with much of their time savings attributed to our automation and OCR capabilities.

“The auto-population that happens with Ramp has been pretty phenomenal. I feel very confident that when I upload a bill into Ramp, it’s going to line up with what the bill says.” — Fahem Islam, Accounting Associate at Snapdocs

Investing in a flexible, high-performing invoice capture tool means faster approvals, fewer errors, and better financial control. Speed up invoice processing with Ramp Bill Pay.