Showing results for 
Search instead for 
Did you mean: 
Not applicable


how to enter expense made by an employee from his personal account (credit card) for raw material to be used for cost of Good sales and track it as reimbursable expense. The issue I am having is that the system asking to change the account type.. as it is defaulted to the only banking account on the system

QuickBooks Team


A prosperous 2019 to you, balkhafa!


I've got some insight to help record the business expenses paid by your employees in QuickBooks Online. 


Which specific part did you encounter the "change account type" message? There are two accounts fields to fill in when creating an expense type of transaction. 


The Bank account or cash account where the reimbursement amount comes from. Then, the drop-down menu for the Expense account appropriate for the purchase made by your employee. 


Generally, the steps you need to do in QuickBooks Online are:

  1. Go to the Create button (Plus icon), and select Expense
  2. Enter the name of the employee in the Choose a Payee field. 
  3. Fill in the amount you owe. 
  4. In the Account drop-down, pick the appropriate one (most users creates an expense account called Employee reimbursement).
  5. Click Save and Close

Check out this article for more details:


How to reimburse an employee


By following these steps, you should be able to enter this type of expense in the program. However, if you've used the same steps when you encounter the message, please let me know. 


I'd be glad to further look into this for you. Cheering you and your business to continued success.

Level 1


I've been reading all notes I can find on reimbursing employees via QBO, but can't find a start guide.  Here's my goal:

1. we have 4 employees with lots of travel related expenses.  I want to build a simple system with these elements:

2.  Employees log on to QBO and create a monthly expense report with attached receipts.  

3.  I can review those those reports, approve or send back for edit, approve, and send a direct deposit payment to the employee's account.

4.  I can run reports for each employee, for the company, or by expense category (air, hotel, meals, etc)

Q: can this be done in QBO or do I need another product?  Thanks!

QuickBooks Team


Hi there, @TJBcqc.


Glad to have you here in the Community. I'd be happy to provide you with some information about reimbursing your employees in QuickBooks Online.


The goal that you wanted to happen is achievable in QuickBooks Online. Let me walk you through the process. To reimburse the payroll expense, you can create a check or expense to record it. Here's a detailed instruction about this process: How to reimburse an employee.


Having your employee to access QuickBooks and create a monthly expense report with attached receipts is possible by adding them as a user. 


Here's how:

  1. Select the Gear icon on the Toolbar.
  2. Under Your Company, select Manage Users.
  3. In the upper right, select Add user.
  4. Select on Standard User.
  5. Click on Next.
  6. Under the Select access rights section, click on the Limited button.
  7. Choose Vendors.
  8. Click on Next.
  9. Click on Add New.
  10. Enter the employee's details and Save.

For more details about this process, please check out this link: Add users. 


Once done, your employee can now create their expenses and attach receipts. To review those expenses created, you can run the Transaction List by Date report and customize it by employee. This is the reports wherein you can see all the expenses of your employee and your company.


Here's how:

  1. Click on Reports on the left pane.
  2. Under the For my accountant section, click on Transaction List by Date.
  3. Click on Customize.
  4. Select on Filter.
  5. Put a check-mark on the Name box.
  6. Select the Name of the Employee.
  7. Click on Run Report.
  8. On the Group by section, select on Name.
  9. Then run the report again.

From there, you'll be able to see the information need from your employees. 


Also, you can visit this article about managing expenses in QuickBooks Online for your future reference: Manage expenses.


That should do it!


You've got me here if you have any other questions with reimbursing an employee in QuickBooks Online. I'll be around to help. Have a good one!

Level 1


Thanks much.  That makes sense now, to enter them as vendors and treat the expense reports as incoming bills to be paid.  I will look at the references you provided.  One quick question.  As a vendor with access, I assume each employee will be able to see their transactions and payment status, but will not see other vendor/employee info; is that correct?  



Thank you for the quick response, @TJBcqc.


I'm glad to hear that you found the solution provided by my colleague, BettyJaneB, helpful. Allow me to help share some insight about managing users in QuickBooks Online. 


Custom users will only be able to see what you've given them permission for and any other area of QuickBooks will either be disabled or blocked. So, if the employee has vendor access, they can see other vendor information. As well as create and manage expenses, add or remove vendors and add or remove products and services.


The following article contains more information about the access given to the custom users: 

This information should help you to handle the users' access to your account. Drop me a comment below if you have any other questions about this. I'll be happy to help you out. Have a great day ahead. 

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us