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Intuit

Employee expense claim submission in QuickBooks Online Advanced

Learn how to set up your employees with an account so they can submit their expense claims. You can review their expense claims and record the transactions that match.

Then, employees can learn how to submit expenses for their company.

Note: More updates to this feature are coming soon!

Give employees access to submit expense claims

  1. In QuickBooks, go to Banking or Transactions, then Receipts
  2. Select Expense management settings
  3. Select Add new employee
  4. Select an employee or vendor from the list, and select Next.
  5. Or, to add a new employee or vendor, select Add new, enter their contact info, and select Save

Note: If you use QuickBooks Online Payroll, you'll need to add an employee there, first.

Turn on expense submission notifications

Note: All administrators in your account will receive an email notification. 

  1. In QuickBooks, go to Banking or Transactions, then Receipts
  2. Select Expense management settings
  3. Select Notify me when an employee sends an expense claim
  4. Select Done.

Review claims and create expenses

  1. In QuickBooks, go to Banking or Transactions, then Receipts
  2. In the For review tab, select a receipt.
  3. Review the details, add information, and make any necessary adjustments. 
  4. Select Save and next, then Create expense.

Submit expenses as an employee

First, accept the email invitation to set up a QuickBooks account for your company. Then, you can submit expenses on a mobile device or computer for tracking or reimbursement.  

Mobile

  1. Sign in to QuickBooks in a mobile web browser. This is not currently available in the mobile app. 
  2. Select Add expense.
  3. Do one of the following: 
    • Select Use receipt capture to take a photo or choose an image from your photo library.
      1. Make sure the photo looks good, then select Next
      2. Check that the information pulled from the receipt is correct, and make adjustments if necessary. 
      3. (optional) Select I need to be reimbursed.
      4. Enter the business purpose for the receipt.
      5. Select Send for review
    • Select Enter expense manually if you don’t have a receipt. 
      1. Enter the amount.
      2. (optional) Select I need to be reimbursed.
      3. If necessary, add the transaction date.
      4. Enter the vendor and business purpose.
      5. Then select Send for review.

Computer

  1. Sign in to QuickBooks.
  2. Select Add expense.
  3. Do one of the following: 
    • Select upload from computer to choose a file or photo.
      1. Make sure the photo or file looks good and select Next
      2. Check that the information pulled from the receipt is correct, and make adjustments if necessary. 
      3. (optional) Select I need to be reimbursed.
      4. Enter the business purpose for the receipt.
      5. Select Send for review
    • Select Enter expense manually if you don’t have a receipt. 
      1. Enter the amount.
      2. (optional) Select I need to be reimbursed.
      3. If necessary, add the transaction date.
      4. Enter the vendor and business purpose.
      5. Then select Send for review.

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