I have just switch my company over from Xero to QB. While QB has more powerful reporting for the needs of an accountant (the main reason I switched), I did find one thing lacking so far, that being an Expense Claim module that allows staff to input their expenses into the system directly.
Please take a look at Xero's solution for this area. It would be great to see QB implement something like this as well. This would greatly help streamline yet another redundant and time consuming data entry exercise.
I was rather surprised QB doesn't have something like this available already.
Thank you for your time and consideration.
P.S. During my chat with a QB agent to find out whether an Expense Claim module exists, I was asked to provide feedback so that improvements can be made to the system. The feedback process ended up being more difficult than it should be. When I clicked on "Suggest a QuickBooks Online Feature", I was then prompted by this message:
"QuickBooks Online Feature Requests
We’ve closed the suggestion board. If you’re looking to share your ideas head over to our community, we'd love to hear from you. Access our community by going to https://quickbooks.intuit.com/community"
Normally I would've given up trying to provide feedback at this stage, but I strongly believe this is something QB needs as one of the leaders in accounting software. QB also needs to make it easier for the community to provide feedback and suggestions.
Welcome to the QuickBooks family. I appreciate you sharing your thoughts on employee expenses in the community page. QuickBooks Online is built with small business in mind and includes many awesome features that save you time and effort. The software is being updated with new options on a regular basis. I'll make sure to forward your suggestion to my development team for consideration.
Feel free to reach out if you have any other questions or concerns. I'm here to help.
Set up your Employees with an appended name as a Vendor, and treat them like any other vendor. If the Employee Name is John Brown, make a vendor name of John.Brown or something like that. For each expense they are claiming, enter it as a Vendor Bill, expensing to the correct accounts in your G/L. When you pay out the expenses up to a certain point, use Bill Payment to that vendor, who is actually your employee.
Thanks for the suggestion. That's not a great solution as the vendor is actually someone else e.g. Vendor may be Uber, or a hotel, and it would be good to track expenses by vendor. The Xero solution is excellent for this.
Hello @grantleishman ,
Another option might be to set up any employee who has expenses that you are reimbursing as a credit card account, named with the Employee's name. This way it frees up your vendor (supplier) names which you can use in transactions to get the reporting you want by vendor.
Post expenses as you normally would, but to this credit card account.
To get a report showing amounts owing to the employee for a given date range, create a customized report, beginning with a Balance Sheet, drilling down onto the Employee's Credit Card account, which gets you a transaction report. Customize further by grouping by Supplier, if you want to see how much each vendor's balance is. Change name of report if you want, then save as a custom report. From then on, you will only have to put your date ranges in.
To reimburse the employee, create a cheque payable to the employee name (that way the cheque will have employee's name and address), identify payment as expense reimbursement in memo field and post to employee's credit card account.
You now have means by which to post employee expenses by vendor names, and pull reporting however it suits you.
Hope this helps.
That provides an accounting solution to track the funds, but not a user solution for the employee. The entry would still have to be made manually, rather than having the employee simply snap a photo of the receipt through their app and integrate with the appropriate accounts. There are countless ways to manage things once it's entered, it's the actual expense entry that's the challenge. Automation here would go a long way towards efficiency and error-reduction.