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Expenses reimbursed to Employees


The problem is employees sometimes buy stuff for the business, for which they need to be reimbursed. I need to log these as expenses in the system - but there is no way to assign them to Liability account in Expenses form. What is QBO best practice for assigning expenses that were paid for by someone else that need to re-imbursed to them sometime later.


A work around my accountant said was to create a "fake" Credit Card account in Chart of Accounts and assign the expenses to that, but it doesn't seem like a good solution as on the Balance Sheet these are all classified under Credit Card which doesn't seem right and might confuse an auditor?

1 Comment
QuickBooks Team

Expenses reimbursed to Employees

I appreciate the detailed information you've shared, @dtl.


Since we're unable to assign a liability account for expense transactions, you can consider creating a journal entry. This way, you can assign a liability account along with the expense account for your employee's reimbursement. Let me guide you through the steps.


  1. In your QuickBooks Online, click + New from the left dashboard.
  2. Select Journal entry under the Other column.1.PNG
  3. In the Account column, select the liability and expense account from the drop-down.
  4. Enter the necessary information, then click Save and close.2.PNG

Here's an article you can read on for more details: Create journal entries.


Once done, you can now create an expense or check transactions to reimburse your employee. For your reference, feel free to check out this article for more guidance: Reimburse an employee.


But most importantly, I still recommend seeking help from your accountant. He/she may add suggestions based on what's more suitable for your business and to your books.


As always, feel free to visit our QuickBooks Community help website if you need tips and related articles in the future.


Please touch base with me here for all of your QuickBooks needs, I'm always happy to help. Have a good one.

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