Keep the review team in context.
Workspace owners and admins can access clients in their workspace. Other team members need a client assignment or shared client access. Confirm roles and client access when setting up the team.
CLIENT DOCUMENT CAPTURE FOR QUICKBOOKS ONLINE
Invoice capture for bookkeepers using QuickBooks Online.
Invoice scanning software for QuickBooks bookkeepers managing weekly receipts and month-end invoices. Keep client queues separate, review exceptions, and send approved records to the right QuickBooks Online company.
Made for QuickBooks OnlineReview stays with you
MORE TIME FOR THE CONVERSATIONbehind the numbers.
Same paperwork. A clearer next step.
Capture → review → approve → QuickBooks.
01
Every client.
Their own workspace.
02
Every document.
Prepared for your review.
03
See the difference Every approved entry.
Its original close by.
SEPARATE CLIENTS. A REPEATABLE ROUTINE.
Each client’s documents.
Their own workspace.
QuickBooks invoice automation for accounting firms starts with keeping the right documents together. Choose the client before adding a batch, then review it in that client’s queue. Their QuickBooks Online connection determines the company used for the handoff.
Size your plan around the practice.
Consider client count, team size and total monthly document volume across clients. Check the applicable allowances before bringing the full client list into your workspace.
Review plans and pricingILLUSTRATIVE WORKFLOW
Same clients.
A calmer kind of busy.
Choose a sample client. Check a document awaiting review, correct an uncertain total and hold a possible duplicate. Then follow the approved Bill to that client’s company.
PICK A CLIENT.
TRY THEIR WORKFLOW.
TRY THEIR WORKFLOW.
Luma Studio / Client documentsSAMPLE WORKSPACE
START WITH THE RIGHT CLIENT
Luma Studio’s paperwork goes here.
One place for this client’s supplier invoices and receipts.
Two documents. One client.Illustrative workflow
- Northline Paper Co.Invoice NL-2048 · $284.70Uncertain total · source shows $284.20Awaiting review
- Northline Paper Co.Another supplier invoice · $118.40Compare with an earlier client documentPossible duplicate
QuickBooks Online companyLuma StudioOnly approved records move to the handoff.
Only Luma Studio’s workspaceFictional documents
Try it: add the batch, correct the total, then approve the sample bill.Fictional clients. No uploads or live accounting changes.
YOUR DAY, WITH A LITTLE MORE ROOMMore than
More than
moving numbers.
WEEKLY RECEIPTS. MONTH-END INVOICES.
Bring in the batch.
Keep the context.
ScannerPilot’s receipt capture software for QuickBooks bookkeepers brings PDFs and photos into the same client queue. Use each client’s recurring document drop to check what arrived, resolve exceptions, and prepare approved records for their company.
Choose the client first.
Keep each business’s files in its own batch so review starts in the correct workspace.
Add multiple documents together.
Select supported PDFs and photos for upload. Where email intake is enabled, confirm the organization address and check client assignment before reviewing the received documents.
Review each document’s progress.
A batch can contain documents at different stages. Check extraction issues, review warnings and sync status for each one.
GIVE EXCEPTIONS YOUR ATTENTION
Prepared for review.
Approved by you.
QuickBooks bookkeeping data entry automation prepares the routine details. Your review resolves uncertain fields and duplicate warnings before documents reach the client’s books.
Check the original. Correct the detail.
Compare supplier, date, invoice number and amounts with the source. Confirm supported accounting mappings and whether the document is an unpaid supplier invoice or a paid receipt. Resolve missing or unclear details before approval.
See the review workspaceA recurring cost deserves a closer look.
Compare a flagged document with the earlier document in that client’s queue. The same supplier and amount may be a new month’s bill; check the reference and date. Also check for entries already in QuickBooks before approving a new record.
How duplicate detection worksAPPROVED RECORDS. THE CORRECT COMPANY.
The right client.
The right QuickBooks
company.
Confirm the client’s connected QuickBooks Online company before sending approved records. Unpaid supplier invoices become Bills; paid receipts follow the supported Expense/Purchase workflow. Check the company name again when switching clients.
Check the created record and its source PDF or photo attachment separately. If an attachment needs attention, resolve that status so the original is available for the next client query.
See the supplier-invoice-to-Bill workflow
One entry. The evidence with it.Illustrative workflow
- Company
- Luma Studio QuickBooks Online
- Bill
- Northline Paper Co. $284.20
- Original
- PDF supplier-invoice.pdf Attached
Check the record and attachment status separately.
A SMALL START. A USEFUL ANSWER.
One client.
One better way to begin.
Test a typical client batch before expanding the routine across your practice.
01
Choose one client.
Confirm their workspace, team access and connected QuickBooks Online company.
02
Bring a few documents.
Use invoices you know well. Redact sensitive details for a demo.
03
Check the complete result.
Review, approve, then confirm the entry and its attachment.
Where does ScannerPilot fit in a bookkeeping practice?
Use ScannerPilot as QuickBooks accounting data entry software for client-document intake, extraction, review, and approved handoff. Your team keeps responsibility for the books. This document workflow does not provide complete bookkeeping, payroll, reconciliation, or practice management.
Can I keep each client’s paperwork separate?
Yes. Each client workspace has its own document queue and QuickBooks Online connection. Choose the correct client before adding documents or approving an entry.
Who can access a client workspace?
Workspace owners and admins can access clients within their workspace. Other team members need a client assignment or shared client access. Confirm each teammate’s role and client access during setup; a separate client queue does not mean everyone in the team automatically sees it.
Can I upload multiple invoices and receipts together?
Yes. Select multiple supported files for one client’s queue. Each document keeps its own extraction, review and sync status. Separate clients’ batches before uploading, then check the documents individually before approval.
Will it send an invoice before I check it?
Documents need approval before they can be synced. Check the original, the prepared information, supported accounting mappings and the intended QuickBooks company before approving. Approval and sending are separate steps in the example on this page.
What happens to a possible duplicate?
Compare the flagged document with the earlier document in that client’s queue. Confirm whether it represents the same transaction before approving, and check for records already entered in QuickBooks as part of your review. Similar recurring amounts alone do not establish that an invoice is a duplicate.
Can I use it as receipt scanning software for QuickBooks accountants?
Yes. Keep paid receipts with the relevant client’s documents, review the extracted details and confirm the payment context. Supplier invoices follow the supported QuickBooks Online Bill workflow; paid receipts follow the supported Expense/Purchase workflow. These are separate from customer sales Invoices.
How should I choose a plan for multiple clients?
Consider your client count, team size and total monthly document workload across clients. Review pricing and confirm the applicable allowances for your workspace before adding the full client list. Separate queues do not imply unlimited clients, users or processing.
How should I try it with my first client?
Start with one client and a few representative documents. Confirm the QuickBooks company, review the fields, and check the created record and its source attachment. Use redacted examples for a demonstration.
Your next client batch.
A clearer way through.
Give the next batch a clearer path from paperwork to QuickBooks.
Originals together. Details prepared. You in control.