Why do receipt uploads fail or spin endlessly in QuickBooks Online, and how do I fix it?

When receipt uploads spin or fail in QuickBooks Online, the most common culprit is a file format issue or cached browser data interfering with the upload. Here's how to work through it.

Step 1: Check your file before uploading

QuickBooks Online has a few requirements for receipt files. If any of these aren't met, the upload may fail without a clear error message:

• Accepted formats: PDF, JPEG, JPG, GIF, or PNG only. Other formats — including HEIC, which iPhones and iPads use by default — won't upload correctly. If your images are in HEIC format, convert them to JPEG or PNG first. Apple provides instructions on how to do this.
• One receipt per file: Each image or file must contain only a single receipt. Uploading a multi-page PDF with several receipts can cause the upload to stall.
• Remove sensitive info: QuickBooks recommends removing credit card numbers and government identifiers from receipts before uploading.

Step 2: Try a private browser window

If your files meet the requirements but uploads are still spinning, cached browser data is often the cause. Open a private or incognito window and try uploading again:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Safari: Command + Shift + N
• Microsoft Edge: Ctrl + Shift + N

If the upload works in private mode, the issue is with your browser's cached data. Clear your cache and cookies in your regular browser to fix it going forward. 

How to upload receipts (browser)

Once any file or browser issues are sorted, here's the standard upload flow in QuickBooks Online:

1. Go to All apps, select Accounting, then choose Receipts.
2. Select Upload from computer or Upload from Google Drive.
3. Choose your receipt file and upload it.

Uploading from Google Drive is supported. Just make sure the file is in one of the accepted formats listed above.

Using the QuickBooks mobile app (iOS and Android)

You can also snap and upload receipts directly from the QuickBooks mobile app on both iOS and Android:

1. Open the QuickBooks mobile app.
2. Tap the Menu ≡ icon.
3. Select Receipt snap.
4. Tap Receipt camera and take a photo of your receipt.
5. Select Use this photo, then Done.

If the mobile app upload keeps spinning, try switching to a web browser on your phone or computer as a workaround. If the issue continues in the app after reinstalling and clearing the app cache, contact QuickBooks support. They can investigate your account and add you to the list of affected users if there's an active issue being investigated.

Review and categorize after uploading

Once a receipt uploads successfully, it goes to the For review tab in Receipts. From there:

1. Select the receipt to open it.
2. If QuickBooks found a matching transaction, select See suggested matches and confirm the match.
3. If there's no match, complete the transaction details and select Save and close.

For the full upload guide, see: Upload your receipts to QuickBooks Online.

Let us know if you're still running into issues. We are happy to help narrow it down further.