How can I add an employee credit card to an existing account in QBO?

Hi there,

There might be an issue with the new employee credit card transactions not appearing in the banking feed or during the reconciliation process in QuickBooks Online. To resolve this, I suggest you double-check and confirm with your bank which account the transactions are being downloaded. It's possible that the transactions are being downloaded to either the parent account or the sub-account.

If the transactions are being downloaded to the parent account, you will need to connect the parent account to QuickBooks Online.

On the other hand, it could be the transactions are being downloaded to the sub-account.

Once the correct account is connected, you should see the transactions from the new employee credit card in the banking feed and during the reconciliation process.

You can visit these articles you can use in the future:

• About bank or credit card subaccount setup.
• How to connect your bank account & credit cards.
• Connect bank and credit card accounts to QuickBooks Online.
• Set up bank rules to categorize online banking transactions in QuickBooks Online.

Feel free to post here again if you have further QuickBooks-related concerns. We are available 24/7 to lend a hand with each of your queries. Stay safe!

Thank you, so what you are telling me is, I need to create a "Sub Account" under the parent account for the credit card? 

It's nice to hear from you again.

It is essential to understand the situation of your account before we proceed with any actions needed to be done. I need to ask you these questions to further assist you in resolving this issue.

To do this, we must investigate how you set up your employee's credit card. Is it linked to a parent account? Or is it part of your company's credit card? It is crucial to determine these details before proceeding with further steps.

Please feel free to respond to this message without any hesitation. I'll be happy to assist you in any way I can.

It is a separate card but the same account. So all charges will go to one bill. 

Hi, I appreciate your prompt response.

QuickBooks depends on the banks on how they bring the charges into the program. Since this is a separate card under the same account, we likely need to create a sub-account to separate them from the existing account in your QBO, as advised by my colleague, JamesAndrewM.

However, the first step we need to take is to reach out to the bank and confirm how and in which particular account they put the charges. Once confirmed, you can create a new account from the Chart of Accounts (COA) and make it a sub-account. Here's how
 

1. Go to the Accounting menu and select Chart of Accounts.
2. Click New in the upper-right corner.
3. Pick a Credit card and enter the details needed.
4. Tick the Is sub-account box.
   
5. Select the parent account to complete the process.

If the existing account also serves as a sub-account, mirror it in QuickBooks. You can create a parent account to associate the two individual cards. Here's a sample screenshot demonstrating how QuickBooks handles multiple cards within the same account.

Then, connect the subaccounts from the bank feed and avoid connecting the parent account. Note: If the transactions are downloaded to one account, you should only connect the parent account. For more details, you can check this article: About bank or credit card subaccount setup.
 

In the parent account, you can reconcile all the transactions from the sub-accounts. Additionally, you can utilize these links for step-by-step instructions and helpful tips on reconciling accounts:

• Categorize online bank transactions.
• Reconcile an account in QuickBooks Online
   

Let me know if you still have questions about connecting and handling charges from your employee's credit card. I'll help you as soon as you reply to this thread.

Ok, so I added the sub account, but the transactions are still not showing up in the parent account when I reconcile. Now they are under its own account and separated from all of the other card transactions. How can I fix this?

Hi there, @DIETRYING. 

I understand that you have added a sub-account for your employee's credit card, but the transactions are not showing up in the parent account when you reconcile. To fix this, you need to manually edit the existing transactions and assign them to the sub-account.

 Here are the steps to do this:
 

1. Go to the transaction that you want to assign to the sub-account.
2. Click on the transaction to open it.
3. In the Category or Account field, select the sub-account that you created for the employee's credit card.
4. Save the transaction.

By doing this, the transactions will be assigned to the sub-account and will show up in the parent account when you reconcile. 

For future reference, allow me to add this guide article if you want to learn about bank or credit card subaccount setup in QuickBooks Online: About bank or credit card subaccount setup

If you have any further questions or concerns, please don't hesitate to reach out to us. We're here to help. Have a great day. 

Hi, I am wondering how I can change a credit card account that has already been set up as its own register but it is actually an employee account under a master credit card so it will be on one statement? 

I understand the challenges you are facing with your employee credit card transactions in QuickBooks Online (QBO), MEI7. I can share some insights about this. 

We can create a new sub-account under the main business credit card account for the employee's credit card. In this way, the transactions are recorded separately and still flow into the main business credit card on your statement. 

When connecting your credit card account, it is important to determine how your bank sends the downloaded transactions. If transactions are directed to a single account, only connect the main account.

Here's how to create a sub-account:

1. Navigate to the Accounting menu and click Chart of Accounts.
2. Choose the main business credit card account that you want to assign to the sub-account.
3. Click Edit under the Action column. 
4. Put a checkmark on Is sub-account and pick the employee credit card. 

For more details, you can check this article: About bank or credit card subaccount setup.

I'll also be leaving these articles to learn more about handling online banking transactions and reconciling accounts:

• Categorize online bank transactions in QuickBooks Online
• Reconcile an account in QuickBooks Online

Keep me posted if you have more questions about managing your employee's credit card in QBO. I'm always here to help. Have a great day. 

You can't change the parent of this account to M- Chase Business CC because it or its parent is already set up for Online Banking or Web Connect.

^- This is the error message that it is giving me. I am trying to make a credit card account a sub account. Both of the credit cards are already linked.

Thanks for getting back to the Community, @MEI7.

Allow me to dive into your conversation to help you make a credit card account a subaccount in QuickBooks Online.

We have to make sure that when connecting your credit card account, it is important to determine how your bank sends the downloaded transaction. If transactions are downloaded to just one account, only connect the parent account.

To simplify your account reconciliation process, we need to disconnect all the subaccounts and connect only the parent account. This means that all the transactions in the subaccounts will be rolled up into the parent account, so you only need to reconcile that one account. You can find step-by-step instructions on how to disconnect subaccounts from the Downloaded Transactions page by following this link: Disconnect or Delete an Account from the Downloaded Transactions Page.

After connecting, you can create subaccounts in your chart of accounts to categorize your bank transactions in greater detail. Follow these steps to create a subaccount: 

1. Click on the Gear icon and choose Chart of Accounts.
2. Select New and choose the account type and detail type.
3. Click the Is sub-account option and enter the parent account.
4. Enter the necessary information.
5. Then click on Save and Close.

Moreover, if you use the existing accounts, you had originally set up and edit them you have the option to change an existing account into a subaccount.

Additionally, you can refer to this article for more information: About bank or credit card subaccount setup.

I'll be here to provide more assistance if you need to make a credit card account a sub account in QuickBooks Online. Have a pleasant day. Keep Safe!