Set up employee expense management in QuickBooks Online Advanced

Learn how to set up your employees with an account so they can submit their expense claims. You can review their expense claims and record the transactions that match.

Then, employees can learn how to submit expenses for their company.

Give employees access to submit expense claims

1. In QuickBooks Online, go to Expenses or Sales & Expenses, then Expense claims. 
2. Select Manage settings.
3. Select Manage employees.
4. Select Add employee.
5. Select an employee or supplier from the list, then select Next.
6. Or, to add a new employee or supplier, select Add new, enter their contact info, then select Save. 

Note: If you use QuickBooks Online Payroll, you'll need to add an employee there, first.

Turn on expense submission notifications

Note: All administrators in your account will receive an email notification. 

1. In QuickBooks Online, go to Expenses or Sales & Expenses, then Expense claims. 
2. Select Manage settings. 
3. Select Notify me when an employee submits an expense. 
4. Select Done.

Manage expense categories

Set up category nicknames so it’s easier for your employees to assign the correct category to an expense.

1. In QuickBooks Online, go to Expenses or Sales & Expenses, then Expense claims. 
2. Select Manage settings.
3. Select Manage categories to edit categories employees can select.
4. Enter a nickname, then choose the category it belongs to.
   1. For example: Use the nickname "Client meals" for the "Meals & Entertainment" category to keep it simple.
5. Select Save. 
6. In the Action column, select Edit if you need to make any changes to that category.
   1. Select Make inactive to remove that category from employee view. 
   2. To hide/view any previously disabled categories, select the gear icon, then Show inactive or Hide inactive.

Review claims and create expenses

1. In QuickBooks Online, go to Expenses or Sales & Expenses, then Expense claims. 
2. In the For review tab, select a receipt.
3. Review the details, add info, select/enter sales taxes, and make any necessary adjustments. 
4. Select Save and next, then Create expense.

Submit expenses as an employee

First, accept the email invitation to access your company's QuickBooks Online account. Then, you can submit expenses on a mobile device or computer for tracking or reimbursement.  

Mobile

1. On your mobile device, open a web browser* and sign in to QuickBooks.
2. *Note: Expenses claims cannot be submitted through the QuickBooks mobile app. You can use a mobile web browser.
3. Go to Expenses or Sales & expenses, then Expense claims.
4. Select New expense claim.
5. Do one of the following: 
   • To take a photo or choose an image from your photo library, select Use receipt capture.
     1. Make sure the photo looks good, then select Next. 
     2. Make sure the info pulled from the receipt is correct, and make adjustments if necessary*. 
        *Note: The expense ‘Amount’ should include sales taxes paid.
     3. (optional) Select I need to be reimbursed.
     4. Add the supplier, category, and business purpose.
     5. Select Submit for review. 
   • If you don’t have a receipt, select Enter expense manually. 
     1. Enter the amount.
     2. (optional) Select I need to be reimbursed.
     3. If necessary, add the transaction date.
     4. Add the supplier, category, and business purpose.
     5. Then select Submit for review.

Computer

1. Sign in to QuickBooks Online, go to Expenses or Sales & Expenses, then Expense claims.
2. Select New expense claim.
3. Do one of the following: 
   • To choose a file or photo, go to Upload receipt.
     1. Select the receipt to upload.
     2. Make sure the photo or file looks good, then select Upload. 
     3. Make sure the info pulled from the receipt is correct, and make adjustments if necessary*.
        *Note: The expense ‘Amount’ should include sales taxes paid.
     4. (optional) Select I need to be reimbursed.
     5. Add the supplier, category, and business purpose.
     6. Select Submit for review. 
   • If you don’t have a receipt, select Enter expense info manually. 
     1. Enter the amount.
     2. (optional) Select I need to be reimbursed.
     3. If necessary, add the transaction date.
     4. Add the supplier, category, and business purpose.
     5. Then select Submit for review.