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How to enter, edit, or delete expenses

It's easy to create, edit, and delete expenses, such as cash or cheque purchases in QuickBooks Online.


If you have a large number of expenses to create, it may be easier to enter them in the Register (or Account history) instead.

Create an expense

  1. Select the Plus icon (+) on the Toolbar.
  2. Under Suppliers, select Expense.
  3. In the Payee field, specify a supplier. You can specify the name of a person or a business. If your transaction covers multiple petty cash expenses, leave this field empty.
  4. Select the Payment account to which to credit this expense.
  5. Enter the date of purchase in the Payment date field and specify the Payment method for the expense.
  6. (Optional) You can use the Ref no. field to enter an identifying number from the purchase receipt.
    (Note: QuickBooks Online Plus users: When location or class tracking is turned on, additional fields for Location and Class appear. You can turn these tracking features on in Account and Settings (or Company Settings), on the Advanced tab.)
  7. Specify the Accounts to use for the transaction, and optionally enter a description of the expense.
  8. Enter the Amount of the purchase and any Tax paid. You can enter a calculation.
  9. Select Save and close or Save and new.

Before you Save and close / Save and new, you have some options to consider that could help track the expense:

  • If you will bill this expense to a specific customer, select the Billable checkbox and enter the name of the Customer. Billable expense tracking must be turned on to see the Billable column. You can turn it on in Account and Settings (or Company Settings), on the Expenses tab.  (Note: If you later receive a credit for an expense that was previously billed to a customer, be sure to specify that customer on the credit and select the Billable checkbox or the customer will be billed for the expense on the next invoice, and the credit will not appear.)
  • To see a report of income vs. expenses for each customer, you can run an Income by Customer Summary report.
  • Enter any note or Memo you want to appear in the Register (or Account history), on printed cheques, and on reports that include this purchase.
  • Use the fields in the Item Details section, if available, to enter information about the product or service purchased.
  • If you use expense claims, select Print to have a paper copy of the voucher.

Edit an expense

Warning: Changing or editing an expense billed to a customer may also change the customer's invoice.
  1. From the left menu, select Expenses, and choose Expenses.

  2. In the Expense Transactions window, select the expense to edit.
  3. Update the transaction as needed.
  4. Select Save and close.

Delete an expense

  1. From the left menu, select Expenses, and choose Expenses.

  2. In the Expense Transactions window, select the expense to delete.
  3. In the Expense details window, select More and then select Delete.
  4. Select Yes to confirm that you want to delete the transaction.
    Once you delete an expense, only the Audit log maintains a record of it. To open the Audit log, from the left menu, select Reports and enter Audit log in the search bar.

Now you know how to manage expenses.

Not sure whether to create an expense, a bill, or a cheque?

Please check What is the difference between bills, cheques, and expenses? to help you decide.