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Level 2

Credit card expense receipts

I am using QuickBooks Premier 2019 Desktop. I have one user but multiple salespeople each with their own business credit card. I currently have them hand me their physical receipts and then manually enter them into QuickBooks. Is there a better way for me to track their expenses?

9 Comments
Level 12

Re: Credit card expense receipts

Since each employee has their own card why not connect each card account for upload/update. 

 

Banking>Bank Feeds> Set up bank feed for an account

 

 

Level 2

Re: Credit card expense receipts

I currently have each card set up with their own username and password. The card/bank, American Express, is not allowing multiple user names or the same username with different passwords to download through QuickBooks. 

Level 12

Re: Credit card expense receipts

I understand you probably have separate logins to the card accounts so that the employees can access the data as well as you. An alternative would be downloading transactions in csv/excel format and then uploading into QBDT. Even if the only export from AmEx you can get is pdf there are pdf edit programs that can convert a pdf to excel. 

Level 2

Re: Credit card expense receipts

Correct, also having them all separate allows me to track each of their individual expenses. It's strange that the Quicken product allowed this type of downloading but QuickBooks does not so I am not convinced that this a bank issue but possibly a QuickBooks issue that needs to be addressed.

QuickBooks Team

Re: Credit card expense receipts

Hi Dbraun4,

 

Currently, you can only connect one American Express account to your QuickBooks. Let's connect the parent account and add the sub-accounts.

 

  1. Go to Banking, Bank Feeds, then Set Up Bank Feeds for an Account.
  2. Enter your credit card information. Then, choose Direct Connect.
  3. On the Link your Accounts screen, choose your account to add to QuickBooks.
  • If you have multiple accounts (Savings, Checking, or Credit Card) available to connect to QuickBooks but only need one (Checking), then you can set up online banking just for it.
  • If the account is not yet in QuickBooks, select the Select existing or Create new drop-down, then choose Create New Account.

To create a subaccount:

  1. Click Lists.
  2. Click Chart of Accounts.
  3. Click the Account drop-down. Then, click New.
  4. Click the Credit Card radio-button, then click Continue.
  5. Enter card information, then click the Subaccount of box and choose the parent account.
  6. Click Save & Close.

You can download your sub-accounts transactions to keep track their expenses, but you'll only need to reconcile the parent account. This is because the bank provides us with a static balance of the entire account, not the subaccount.

 

I'm sure many QuickBooks users would find this feature helpful. I can send feedback directly to our engineers. They can consider this feature added in the future update.

 

I've added these articles for your reference:

Please know that you can always swing by anytime if you have other questions.

Level 2

Re: Credit card expense receipts

Thank you Sheila but in the Bank Feeds window would I only be using the master account? How would the transactions get into the individual sub-account?

QuickBooks Team

Re: Credit card expense receipts

Thanks for responding Dbraun4,

 

You'll be using your master or parent account for reconciliation purposes. Then, import your individual transactions via WebConnect into your subaccounts to keep track of their expenses. Let me help you with the steps.

 

To download web (.qbo) connect files:

  1. Click FilesUtilities, and then, Import.
  2. Click Web Connect Files.
  3. Select the QBO file you saved, then select Open.
  4. When prompted to Select Bank Account, select:
    • Use an existing QuickBooks account if the account you are importing the transactions into is already set up in QuickBooks.
    • Create a new QuickBooks account if the account you are importing the transactions into is not yet in QuickBooks. Type a name.
  5. Click Continue. You should see a dialogue box telling you that the data has been successfully read into QuickBooks. Then, click OK.

Once done, go to the Bank Feeds Center to review your transactions.

 

To reconcile your parent account, please refer to this article for the detailed steps: Reconcile in QuickBooks Desktop.

 

The Community is always here to help if you have other questions, please don't hesitate to reach out.

Level 2

Re: Credit card expense receipts

Sheilla,

Again, thank you for your responses and work-around. Although your method works it takes so many steps for each individual card. As I said, Quicken offers one simple login that will download transactions for all accounts including individual cards that are set up as online accounts and it amazes me that an application as supposedly as advanced as QuickBooks is cannot accomplish the same thing. 

 

QuickBooks Team

Re: Credit card expense receipts

Thanks for getting back to us, @Dbraun4.


The WebConnect feature is the available workaround for QBDT to track each individual card. At this time, setting them all up to download their respective transactions using bank feeds is unavailable. 


You can follow the steps provided by my colleague in the meantime. Rest assured, I’m passing it along here on my end for consideration in the near future.

 

A suggestion like this is very important for us to know how we can be even better. In the meantime, get details regarding QuickBooks Desktop’s newest features by following the steps below:

  1. Go to Help.
  2. Click New Features.
  3. Choose either New Feature Tour or What's New.

Thank you for understanding. I’ll personally update the thread for any information or changes.

 

Also, for some tips and resources about QuickBooks, you can visit our Community website: QBDT Self-help.


Let’s me know if you need anything else. I’m more than happy to help. Wishing you and your business continued success!

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