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Anonymous
Not applicable

Employee Expenses

We are thinking of switching our accounting system to QuickBooks on-line and trying to decide whether we go with Plus or Advanced. One feature, Employee Expenses might make us go with Advanced but the info on how the employee expense feature works is pretty sparse. Currently, we use Certify. We have about 10 expense submitter employees. I’m wondering if QuickBooks can replace Certify altogether and streamline our expense management processes. I have some questions:


1) Do expense submitters count as users? What happens if you surpass 25 users?
2) What do the submitter employees use to record expenses? Is this the QuickBooks app, an expense app or a mobile web site?
3) Can expense submitters use the app/website to record mileage? Can we determine the mileage rate?
4) How are expenses actually submitted? One by one or do submitters prepare a monthly expense report (i.e. with individual expeses in that report)? Each or of our submitters might have 30-50 (sometimes more) expense line items. Are all these individually submitted one by one?
5) To whom are expenses submitted? Can we set up a specific person who will only have access to that approval feature?
6) Can expenses be rejected? Can the approver request additional information from the submitter before approving?
7) How are expenses reimbursed? Currently this is done in Certify using and ACH payment where we pay the entire expense report.

2 Comments 2
Fiat Lux - ASIA
Level 15

Employee Expenses

You can reimburse employees' mileage and vehicle expenses in QuickBooks Online.

https://quickbooks.intuit.com/learn-support/en-us/help-article/track-mileage/reimburse-employees-mil...

 

The problem is only admin users can track mileage in QuickBooks Online. I would recommend that you should pick QBO Plus and keep using Certify to integrate with QBO.

https://quickbooks.grsm.io/US

https://quickbooks.grsm.io/us-promo

 

JonpriL
Moderator

Employee Expenses

Hi there, @Anonymous.

 

Yes, employees who are tasked to manage your expenses will be considered billable users. Once the usage limit exceeds, you'll be asked to remove the existing profile to add a new one.

 

You've got several options to let your employees manage your expenses by letting them log in to the account in a browser (mobile or desktop versions) and via the mobile app installed.

 

Mileage tracking, however, can only be assigned to you as the master admin on the account. This includes tracking, recording, and reimbursing the transactions in question. Kindly read and use this article to learn more: How to enter and give mileage reimbursements to your employees?

 

Expenses can manage at once or per transaction depending on how you want to record them. You as the master admin of the account have control over the expenses submitted including how the reimbursement transaction will proceed.

 

If you have any other questions or follow-up questions about this, please let me know in the comments. Take care!

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