To link an expense payment to an employee's submitted bills, you can use a supplier profile workaround or follow the official journal entry method. To help us find the best path forward, are your employees currently using the Receipts tab to submit their expenses, and do you have a liability account set up for this yet?
Since the Expense Claims feature was discontinued in the QuickBooks Canada region, your employees might be submitting their bills via the Upload Receipts or Forwarding Receipts feature. If you prefer the visual workflow of reviewing an uploaded receipt and turning it into a bill, here's a simple workaround:
- Set up your employee with a separate profile in your suppliers list. Add an identifier, such as "Alex – Expenses," so the system can save the profile.
- Save their receipt as a bill.
- Use the Pay bills screen to link your payout to that bill.
QuickBooks also offers a workflow that bypasses bills entirely. Here’s how it works:
- When an employee submits expenses, create a journal entry to record the cost and credit a liability account under their name. We recommend attaching the employee's receipt directly to this journal entry for your records.
- When you pay them back, record a cheque or expense transaction categorized to that same liability account. This zeroes out the balance and links the payment to the debt.
Check out our official guide on this process here: Reimburse an employee.
Let us know if you'd like to add more details about your situation, and we'll be here to help. If you have more questions, just drop a reply below.
