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Level 2

How To Record Fuel?

Hello

 

I am a new user just in the middle of setting everything up and was wondering what is the standard way of recording fuel used in our vehicles? No need for per mile etc as the vehicles are ours so just a case of recording the individual transaction and attaching copies of receipts.

 

Thanks in advance Smiley Happy

 

Solved
Best answer November 16, 2018

Accepted Solutions
Highlighted
Moderator

How To Record Fuel?

I'm happy to see you here in the Community, ChrisPembs.
 

I can help you record fuel expenses in QuickBooks Online.

 

You can set up a primary expense account for auto expense then add a sub-account for fuel. Once created, you can use the Bill and Pay Bills option to record the expense.

 

Please follow these steps to create the primary account:

 

1. Click the Gear icon.

2. Click Chart of Accounts.

3. Select New in the upper-right corner.

4. Below Account Type, choose Expenses.

5. Below Detail Type, select Auto.

6. Enter a name for the account (example: Auto expense).

7. Enter necessary information.

8. Click Save and Close.

 

For the fuel sub-account, follow these steps:

 

1. Click the Gear icon.

2. Click Chart of Accounts.

3. Select New in the upper-right corner.

4. Below Account Type, choose Expenses.

5. Below Detail Type, select Auto.

6. Enter a name for the account (example: Fuel).

7. Put a check mark beside Is sub-account and select the primary account.

8. Click Save and Close.

 

After creating the accounts, you can now enter the expenses in the system. You can follow the steps below on how to create the bills and pay them.

 

Here's how:

 

1. Click the Plus (+) icon.

2. Select Bill.

3. Enter necessary information.

4. Click Save and close.

5. Click the Plus (+) icon again, and click Pay Bills.

6. Search for the bill.

7. Click Save.

 

You can visit the article below for more information about entering and paying bills:

 

Enter and pay bills

 

Let me know if you need more help with recording the fuel expense. I'll be around for you.

View solution in original post

11 REPLIES 11
Highlighted
QuickBooks Team

How To Record Fuel?

Hi Chris,

 

Thank you for your message & for joining our QuickBooks family!

 

I would be grateful if you can please advise to whether you have our QuickBooks Self Employed or small business product so that I can answer your query?

 

We look forward to hearing from you & Welcome to the QuickBooks Intuit Community page!

 

Kindest regards

Highlighted
Level 2

How To Record Fuel?

Hi

 

Apologies I did mean to include that, I am using Quickbooks Online

 

Thanks

Highlighted
Moderator

How To Record Fuel?

I'm happy to see you here in the Community, ChrisPembs.
 

I can help you record fuel expenses in QuickBooks Online.

 

You can set up a primary expense account for auto expense then add a sub-account for fuel. Once created, you can use the Bill and Pay Bills option to record the expense.

 

Please follow these steps to create the primary account:

 

1. Click the Gear icon.

2. Click Chart of Accounts.

3. Select New in the upper-right corner.

4. Below Account Type, choose Expenses.

5. Below Detail Type, select Auto.

6. Enter a name for the account (example: Auto expense).

7. Enter necessary information.

8. Click Save and Close.

 

For the fuel sub-account, follow these steps:

 

1. Click the Gear icon.

2. Click Chart of Accounts.

3. Select New in the upper-right corner.

4. Below Account Type, choose Expenses.

5. Below Detail Type, select Auto.

6. Enter a name for the account (example: Fuel).

7. Put a check mark beside Is sub-account and select the primary account.

8. Click Save and Close.

 

After creating the accounts, you can now enter the expenses in the system. You can follow the steps below on how to create the bills and pay them.

 

Here's how:

 

1. Click the Plus (+) icon.

2. Select Bill.

3. Enter necessary information.

4. Click Save and close.

5. Click the Plus (+) icon again, and click Pay Bills.

6. Search for the bill.

7. Click Save.

 

You can visit the article below for more information about entering and paying bills:

 

Enter and pay bills

 

Let me know if you need more help with recording the fuel expense. I'll be around for you.

View solution in original post

Highlighted
Level 2

How To Record Fuel?

Brilliant, thank you so much, I shall work my way through this later this evening and get it set up then all I have to do is add all fuel expenses, many many many of them since April this year..................

 

Highlighted
Moderator

How To Record Fuel?

It was a pleasure helping you, ChrisPembs.

 

In addition to the information above, you can enter your transactions individually to track expenses more efficiently. This way, you'll be able to run a detailed report for each vendor (different gas stations) you purchased a fuel.

 

I'm here anytime you need help with tracking your fuel expenses. Wishing you all the best.

Highlighted
Level 1

How To Record Fuel?

Great info to add the expense account. 
if we are entering receipts, do we always have to go in to “pay” the bill? 
we are looking to track receipts to avoid using a secondary program that now requires subscription. We do not pay bills through quick books 

Highlighted
Moderator

How To Record Fuel?

Hi Pros07,

 

We're glad the steps helped you to add an expense account.

 

There's no need to pay bills for your expenses.  You can simply enter the expense transactions by clicking on the Plus icon and selecting Expenses directly. 

 

If you need to record bills, select the Bill. Then, when it's time to pay the bills, please click on the Plus icon again and select Pay Bill.

 

These transactions are for your records only. They won't affect your actual bank's balance. If you have more questions, post them here. We are here to help. 

 

Highlighted
Level 1

How To Record Fuel?

Can you attached a copy of the receipt to the direct expense? 

Highlighted
Moderator

How To Record Fuel?

Hello, Pros07.

 

Yes, you can directly attach a copy of the receipt through the expense section.

 

Here's how:

 

  1. Click + New in the left panel and choose Expense.
  2. Enter the necessary information.
  3. Click Attachments and look for a copy of the receipt.
  4. Hit Save and close.

To know the acceptable file types that can be attached to QuickBooks transactions, check out this article: Attachments in QuickBooks Online.

 

If you have other questions about this or anything else about QuickBooks, let me know by clicking the Reply button below. I'll be glad to provide further assistance whenever you needed so. Cheering you a wonderful week!

Highlighted
Level 1

How To Record Fuel?

Thank you for the guidance.  The trouble we are running into is we do not pay bills or monitor our banking from QuickBooks. We only send invoices & statements and were hoping to just track receipts.  Every place I try to enter a receipt “something is wrong” comes up because the asset accounts aren’t listed and “money” isn’t there.  This move to online is because very frustrating when it was supposed to streamline things 

Highlighted
QuickBooks Team

How To Record Fuel?

Hello there, Pros07.

 

We can track your sales via Sales Receipt and create an account where we can deposit the money, for recording purposes. The error "Something is wrong" prompts since half of the business workflows are only tracked in QBO. 

 

We can add a bank to deposit the money, here's how:

  1. Go to the Accounting menu and click Chart of Accounts
  2. At the upper-right, click New
  3. Choose Bank as the Account Type and select its detailed type. 
  4. Name the account and then click Save and Close

If there's anything else that you need help with, you can post them here.