Expense Claims & Payroll

Hi there, @monika082022.

I'm here to share some information about the expense concern in QuickBooks Online payroll.

In your situation, the data will show a duplicate once you manually enter another payroll expense. When you run payroll, QuickBooks Online will automatically record it as a direct deposit. What we can do to resolve the pending transaction is to delete the other one.

On the other hand, you can check out this link for more hints about the different payment methods in QuickBooks Online: Ways to pay your employees.

Do you wish to examine your company's finances in more detail? You can view useful data about your company and employees using a variety of payroll reports. This article explains these reports to you as well as how to access them: Run payroll reports in QuickBooks Online Payroll.

Additionally, let's discover how to use QuickBooks Online Payroll to complete this year's payroll and get ready for the next. Get things done in this article: Year-end checklist for QuickBooks Online Payroll.

Feel free to come back if you have any other questions or concerns. It's my priority that your payroll issue is resolved. Have a great day! 

Hello Christine,

Thank you for your time on this.

We tried deleting the duplicate ones (expense claims) in the past. But we find that by deleting them, it creates an issue for our invoicing (since the expense claims are linked to the invoices).

To fix the current issue, is there another way to do this? Is it possible to move them to an accounts payable section perhaps?

Also, to avoid this issue in the future, what should be done? Is there a way to link the expense claims when running payroll?

We contacted QBO through live chat but it did not resolve our issue.

They advised not to delete it as it may case issues (which we agree with)

Their solution is to either leave it there and not reconcile it (but we don't want to do so)

Or reconcile it, but it will affect our balance. 

Thank you for your help!

Hello Christine,

Thank you for your time on this.

We tried deleting the duplicate ones (expense claims) in the past. But we find that by deleting them, it creates an issue for our invoicing (since the expense claims are linked to the invoices).

To fix the current issue, is there another way to do this? Is it possible to move them to an accounts payable section perhaps?

Also, to avoid this issue in the future, what should be done? Is there a way to link the expense claims when running payroll?

We contacted QBO through live chat but it did not resolve our issue.

They advised not to delete it as it may case issues (which we agree with)

Their solution is to either leave it there and not reconcile it (but we don't want to do so)

Or reconcile it, but it will affect our balance. 

Thank you for your help!

I am interested in the answer to this question as well. 

The expense claim tool lets an employee create an expense and select the correct class and expense account, but there is no way to add banking info to be reimbursed.  The payroll expense reimbursement tool has employee banking info for reimbursement but forces all reimbursements into one expense account and class. 

So both methods are in practice, useless, and this "feature" of QBO is nothing more than a poorly implemented gimmick that sounds good on sales pages. When you get down to the details of it, its smoke and mirrors. 

Is there any new information on this?  It's a big problem for us.  We can't delete the original expense claim because it contains the receipts we need to keep as well as the categorizations.  Payroll automatically creates a new expense for Reimbursement and reconciles it with our bank when paid, leaving the original claim orphaned and not reconcilable.  

Hello there, @JKEZ.

Currently, we're unable to link the expense claim and payroll together. I understand how this is causing duplicates when reconciling your bank account. Don't worry. We listen to customer feedback and use this to improve your QuickBooks Online (QBO) experience. That said, I'll help relay your valuable insight to our software engineers so they can review it and consider incorporating it in our future product updates. To do that:

1. Go to the Gear icon.
2. Select Feedback under Profile.
3. Enter your suggestions, then click Next.

Furthermore, I'm sharing this list of payroll reports that will be beneficial whenever you need an overview of employee wages, taxes, and contributions: Run payroll reports.

Keep me informed on your payroll-related concerns by leaving a response below. I'll get in touch to assist you further. Take care, and have a good one.