Bookkeeping Prompting Guide

Recording an Expense with Purchase Receipt

Basic version: If you have a receipt for already paid expense, upload the receipt and prompt as:

“Post this as an expense to QuickBooks.”

You can include additional instructions based on how you want the transaction to be recorded. For example:

Specify the expense category or GL:

Code to GL meals and entertainment
Post as meals and entertainment.

Specify how it was paid:

Paid by credit card 4567

Specify the class split:

Split evenly between IT and Accounting.

Providing these details is strongly recommended. If they are not specified, LayerNext will determine them based on the receipt content and how past expenses for the same vendor have been recorded.

Best Practices:

To avoid confusions and improve accuracy,

  1. Make sure the receipts are clearly visible, as good enough to the human eye to recognise the numbers.  
  2. Record one expense at a time.
  3. If a purchase includes multiple receipts, such as a separate tip receipt, upload them as separate files to the same prompt rather than combining everything into a single image or PDF.