Staff Expenses

Hi there, Derek. Thanks for reaching out here in the Community. I understand how manually totaling expenses for over 40 staff members can be time-consuming and prone to errors. The great news is that QuickBooks Online provides tools to simplify this task by generating reports to display expense totals by staff member.

QuickBooks Online allows you to run and customize a report to group expenses by employee/vendor. Here's how:

1. In your QuickBooks Online account, go to Reports.
2. In the search bar section, enter Transaction List by Vendor.
3. Click Customize, and update the following filters, such as Date Range and Vendor/Employee.
4. Add any necessary columns, like Expense Total or other fields, for clarity.
5. Once you review the report, you can export it to Excel or save it as a custom report for regular use.

Let us know if you have other concerns related to QuickBooks. We're here to help.

Thanks @RhoiceW , this gives us a way to find expenses that have been paid, but what we need is to produce a list or report for the expense claims that have been submitted through the QB Expenses app so that we can then pay them.

Hello there, DerekS80. Let me guide you on how to generate a report that you can efficiently manage total expense claims.

I recommend running the Transaction Detail by Account report to view all transactions related to your payroll or employee expense accounts, enabling you to view any outstanding amounts owed to your employees.

To run this report in the modern view:

1. In QuickBooks Online, navigate to the Reports section.
2. Open the report Transaction Detail by Account.
3. Click on the Report period dropdown and choose the date range for the transactions you want to view.
4. Under Group by, select the Employee from the dropdown menu.
5. Click on Filter, then choose Distribution account from the first dropdown, and select Employee Reimbursement or the specific liability account for expense claims you set up from the third dropdown.

It can help you accurately track any outstanding amounts owed to your employees.

Please let me know if you have any other concerns.

Thanks @ChristineJoieR , I'm starting to think that this is more of an issue with the Expenses App. The report you suggested still doesn't bring up amounts that are due to the staff, only amounts that have already been paid.

I didn't set the connectivity of the app up so I don't know what has been done there but in theory, once an expense has been approved on the app, should that the appear as a bill to be paid in QB online? If this is the case it could be that the app hasn't been set up correctly and the information isn't posting correctly.

Hi there, Derek.

To start, could you let me know how you currently track expenses in QuickBooks Online (QBO), given that you haven’t set up the app's connectivity? If you approve an expense claim in the app and it does not appear in QBO, you will need to manually upload those transactions.

Additionally, QBO provides a variety of reports to help users efficiently review their data and figures. However, displaying the expense claims totals per staff member is not available. As a workaround, you need to check each submission by staff member and manually calculate the totals.

Leave a reply below if you have further questions and concerns about QBO.