Xerox Connect App for QuickBooks Online Installation guide

Xerox
Brand
Xerox
Model
Connect App for QuickBooks Online
Type
Installation guide

This manual is also suitable for

Xerox App Gallery offers a wide range of apps to enhance the capabilities of your Xerox device. With Xerox Connect App for QuickBooks Online, you can seamlessly scan receipts, add expenses, and update transactions directly from your device. It integrates with your QuickBooks Online account, allowing you to automate expense management tasks and save time.

Xerox App Gallery offers a wide range of apps to enhance the capabilities of your Xerox device. With Xerox Connect App for QuickBooks Online, you can seamlessly scan receipts, add expenses, and update transactions directly from your device. It integrates with your QuickBooks Online account, allowing you to automate expense management tasks and save time.

Xerox
®
Connect App for QuickBooks Online Quick Start
Guide
Xerox® Connect App for QuickBooks Online is for use with Xerox® ConnectKey® Technology-enabled
devices, Xerox® VersaLink® devices, and Xerox® AltaLink® devices.
• Xerox® Connect App for QuickBooks Online provides more functionality to supported Xerox®
devices.
• Xerox® Connect App for QuickBooks Online is readily available to anyone with a Xerox® App
Gallery account.
• You can install the app from the Xerox® App Gallery App on supported devices.
• You can use the Xerox® Connect App for QuickBooks Online to scan receipts, add expenses,
and update transactions for QuickBooks Online.
Installing the Xerox
®
Connect App for QuickBooks Online
from the Xerox
®
App Gallery App
The following procedure assumes that a Xerox® device Administrator created an App Gallery account,
and that the account credentials for Email and Password were saved. The saved Admin credentials allow all
Xerox® device users’ access to the Xerox® App Gallery App without having to log in with individual account
credentials.
Note
NoteNote
Note
For detailed instructions on how to add a device or install apps from your Xerox® App Gallery account,
refer to the documentation links at the end of this guide.
1.
1.1.
1. From the device home screen, touch Xerox® App Gallery
Xerox® App GalleryXerox® App Gallery
Xerox® App Gallery.
The App Gallery appears.
2.
2.2.
2. Browse the Gallery for
Xerox
XeroxXerox
Xerox®
®®
®
Connect App for QuickBooks Online
Connect App for QuickBooks OnlineConnect App for QuickBooks Online
Connect App for QuickBooks Online.
3.
3.3.
3. Touch Xerox
XeroxXerox
Xerox®
®®
®
Connect App for QuickBooks Online
Connect App for QuickBooks OnlineConnect App for QuickBooks Online
Connect App for QuickBooks Online, then touch Install
InstallInstall
Install. If a new version of an
installed app is available, an Update
UpdateUpdate
Update notification link appears. To install the new version on your
device, touch the Update
UpdateUpdate
Update link.
The License Agreement dialog appears.
4.
4.4.
4. Touch Agree
AgreeAgree
Agree.
The installation process begins.
Note
NoteNote
Note
If the app does not install successfully, an error message appears with the reason for the failure. To
resubmit the app for installation, touch Install
InstallInstall
Install.
5.
5.5.
5. To exit the Xerox® App Gallery App and return to the device default screen, touch Home
HomeHome
Home.
Installing the Xerox
®
Connect App for QuickBooks Online
from the Xerox
®
App Gallery Web Portal
A Xerox® App Gallery account is required. If you do not have access to a Xerox® App Gallery account, refer
to the Xerox® App Gallery Quick Start Guide for account creation instructions, or contact your System
Administrator.
Note
NoteNote
Note
For detailed instructions on how to add a device or install apps from your Xerox® App Gallery account,
refer to the documentation links at the end of this guide.
1.
1.1.
1. Go to the Xerox® App Gallery.
https://appgallery.services.xerox.com
2.
2.2.
2. Click Log In
Log InLog In
Log In.
3.
3.3.
3. Enter a valid email address and password.
4.
4.4.
4. On the Devices tab, if necessary, add a Xerox® device.
5.
5.5.
5. Browse for Xerox
XeroxXerox
Xerox®
®®
®
Connect App for QuickBooks Online
Connect App for QuickBooks OnlineConnect App for QuickBooks Online
Connect App for QuickBooks Online. To view the app details, click the app.
6.
6.6.
6. Click Install
InstallInstall
Install.
7.
7.7.
7. To continue with the app installation, follow the onscreen instructions.
Initial Setup
Before you can use Xe
XeXe
Xerox
roxrox
rox®
®®
®
Connect App for QuickBooks Online
Connect App for QuickBooks OnlineConnect App for QuickBooks Online
Connect App for QuickBooks Online, you will need to connect the app to your
QuickBooks Online account. To do so, follow these steps:
1.
1.1.
1. From a web browser on your computer, go to the Xerox® Connect for QuickBooks Online portal at
https://login.xeroxreceipts.com
2.
2.2.
2. Click Log into Intuit QuickBooks.
Log into Intuit QuickBooks.Log into Intuit QuickBooks.
Log into Intuit QuickBooks.
3.
3.3.
3. You will be taken to an Intuit sign in page where you will enter your Email
EmailEmail
Email or user ID
user IDuser ID
user ID, followed by
your password.
password.password.
password.
4.
4.4.
4. Click Sign In.
Sign In.Sign In.
Sign In.
5.
5.5.
5. If your account has more than one company associated with it, you will be asked to select a
company to have the app sync with. If you only have one company associated with your account,
you will not be prompted and can continue to 6
66
6.
..
.
6.
6.6.
6. Click Connect
ConnectConnect
Connect.
. .
. You will be taken to the Xerox® Connect for QuickBooks Online portal Settings page.
7.
7.7.
7. Enter a valid email under Accounting Email.
Accounting Email.Accounting Email.
Accounting Email. This email address is where any expense transactions
will be emailed.
8.
8.8.
8. You can toggle Require Employee PIN
Require Employee PINRequire Employee PIN
Require Employee PIN. This will ensure each user has to enter their PIN each time
they want to use the app. This PIN is their employee ID as set in QuickBooks Online.
9.
9.9.
9. Select an Expense Reimbursement Account
Expense Reimbursement Account Expense Reimbursement Account
Expense Reimbursement Account from the drop-down menu. This is an “Other Current
Liabilities” account which is used to process the expense transaction.
10.
10.10.
10. Beside Devices, click Add Device.
Add Device. Add Device.
Add Device.
11.
11.11.
11. A popup will appear with a code for your device, write this code down and note that it expires
within 30 minutes.
12.
12.12.
12. Click Apply Settings.
Apply Settings.Apply Settings.
Apply Settings.
13.
13.13.
13. Go to your Xerox® device. From the device home screen, touch Xerox
XeroxXerox
Xerox®
®®
®
Connect App for
Connect App for Connect App for
Connect App for
QuickBooks Online
QuickBooks OnlineQuickBooks Online
QuickBooks Online.
14.
14.14.
14. If the device hasn’t been activated with QuickBooks Online before, you will be asked to Enter
Enter Enter
Enter
activation code.
activation code.activation code.
activation code.
Enter the code you wrote down in 1
11
11
11
1.
15.
15.15.
15. Touch OK.
OK.OK.
OK.
Reimburse an Expense
1.
1.1.
1. From the device home screen, touch Xerox
XeroxXerox
Xerox®
®®
®
Connect App for QuickBooks Online
Connect App for QuickBooks OnlineConnect App for QuickBooks Online
Connect App for QuickBooks Online.
2.
2.2.
2. Select the desired user.
3.
3.3.
3. If prompted, enter a valid PIN
PINPIN
PIN. Your PIN is your employee ID as set in QuickBooks Online.
4.
4.4.
4. Touch OK
OKOK
OK.
5.
5.5.
5. Touch either Multiple Receipts
Multiple ReceiptsMultiple Receipts
Multiple Receipts or Single Receipt
Single ReceiptSingle Receipt
Single Receipt, depending on how many you have.
6.
6.6.
6. You have the option to Lighten / Darken the scan by touching Lighten / Darken
Lighten / DarkenLighten / Darken
Lighten / Darken.
7.
7.7.
7. Touch Scan.
Scan.Scan.
Scan.
8.
8.8.
8. Once the scan has completed, you will be shown a preview of your scanned receipts. Touch OK
OKOK
OK.
..
.
9.
9.9.
9. The summary of your scanned receipts appears. You can scroll through the information on the
right-hand side, ensuring everything is correct.
Note
NoteNote
Note
While on the receipt summary page, touching the receipt preview image will enlarge it, where you
can spread/pinch to enlarge/shrink the view. If you are on an 8
th
Gen version, use the + /
+ / + /
+ / -
--
- to control
enlargement.
10. If there was more than one receipt, touch Next
NextNext
Next to move to the next one. Otherwise, touch Done,
Done, Done,
Done,
which sends the information to QuickBooks.
Handling an Expense
1.
1.1.
1. Once an expense has been created within the app, a bookkeeper or accountant will receive an
email which will contain a URL.
2.
2.2.
2. Click the URL.
URL.URL.
URL. This URL will take the user to the expense submission in QuickBooks Online.
3.
3.3.
3. If the user isn’t already logged in, enter an Email
Email Email
Email or user ID
user IDuser ID
user ID. Click Sign In.
Sign In.Sign In.
Sign In.
4.
4.4.
4. The user (bookkeeper or accountant) can then review the expense reimbursement with the
associated receipt scans.
5.
5.5.
5. The user can modify the transaction as they see fit and create the associated payment transaction
which offsets the reimbursement account and shows payment to the employee.
© 2018 Xerox Corporation. All rights reserved. Xerox
®
, Xerox and Design
®
, VersaLink
®
, AltaLink
®
, ConnectKey
®
, and WorkCentre
®
are
trademarks of Xerox Corporation in the United States and/or other countries. Android
™
is a trademark of Google Inc. Apple
®
and Mac
®
are trademarks of Apple Inc., registered in the U.S. and other countries. 702P06191 February 2018
Support
Online Help and Documentation
To access the Xerox® App Gallery knowledge base, click the link
https://www.support.xerox.com/support/xerox-app-gallery/support
To access the Xerox® App Gallery documentation, click the link
https://www.support.xerox.com/support/xerox-app-gallery/documentation
Application Support
To access the Xerox®
Connect App for QuickBooks Online application
support, click the link
https://www.xeroxreceipts.com/
Supported Devices
For a list of supported Xerox® devices, click the link
https://www.xerox.com/en-us/connectkey/apps
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Xerox Connect App for QuickBooks Online Installation guide

Xerox
Brand
Xerox
Model
Connect App for QuickBooks Online
Type
Installation guide
This manual is also suitable for

Xerox App Gallery offers a wide range of apps to enhance the capabilities of your Xerox device. With Xerox Connect App for QuickBooks Online, you can seamlessly scan receipts, add expenses, and update transactions directly from your device. It integrates with your QuickBooks Online account, allowing you to automate expense management tasks and save time.

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