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Set up employee expense management in QuickBooks Online Advanced

SOLVEDby QuickBooks2Updated January 08, 2024

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 Expense management settings.
  3. Select Add new employee.
  4. Select an employee or supplier from the list, then select Next.
  5. 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. 

Manage expense categories

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

  1. Select Add category
  2. Enter a nickname, then choose the category it belongs to.
    1. Example: Use the nickname “Client meals” for the “Meals & Entertainment” category to keep it simple.
  3. Select Save
  4. In the Action column, select Edit if you need to make any changes to that category.
    1. Select Disable to remove that category from employee view. 
    2. To hide/view any previously disabled categories, select the gear icon, then Show disabled or Hide disabled.

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, 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.  

On mobile

To submit a new expense:

  1. On your mobile device, open a web browser and sign in to QuickBooks.
    *Note: Expense Claims are not supported on our Mobile App.
  2. Select Go to expenses, then select Add expense.
  3. Do one of the following: 
    • To take a photo or choose an image from your photo library, select Snap and upload receipt.
      1. Make sure the photo looks good, then select Next. Or, select Save draft to save the expense for later.
      2. Make sure the info pulled from the receipt is correct, and make adjustments if necessary. 
      3. (optional) Select I need to be reimbursed.
      4. Add the category and business purpose.
      5. Select Submit for review. Or, select Save draft to save the expense for later.
    • 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. Select Submit for review. Or, select Save draft to save the expense for later.

To submit a draft expense:

  1. On your mobile device, select Go to expenses
  2. In Drafts, select an expense you’re ready to submit.
  3. Review the information and complete any fields as needed.
  4. Select Submit for review.

On a computer

To submit a new expense:

  1. Sign in to QuickBooks Online.
  2. Select Go to expenses, then select Add expense.
  3. Do one of the following: 
    • To choose a file or photo, select Upload receipt.
      1. Make sure the photo or file looks good, then select Next. Or, select Save draft to save the expense for later.
      2. Make sure the info pulled from the receipt is correct, and make adjustments if necessary. 
      3. (optional) Select I need to be reimbursed.
      4. Add the category and business purpose.
      5. Select Submit for review. Or, select Save draft to save the expense for later.
    • 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. Select Submit for review.  Or, select Save draft to save the expense for later.

To submit a draft expense:

  1. Select Go to expenses
  2. In Drafts, select an expense you’re ready to submit.
  3. Review the information and complete any fields as needed.
  4. Select Submit for review.

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