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How do I record an employee expense report and the payments that were made in cash?

QuickBooks Team

Thanks for posting here in the Community, rprainc. Are y...

Thanks for posting here in the Community, rprainc


Are you trying to see the employee expenses including the cash payments? If so, you can run the Profit and Loss report. Then, click the total amount of Payroll Expenses and filter the Payment Method as Cash. I’m here to guide you through the steps.

  1. Go to the Reports menu at the top.
  2. Select Company & Financial.
  3. Choose Profit & Loss Standard.
  4. Set the date range.
  5. Find the Payroll Expenses section, then click the total amount.
  6. Click Customize Report
  7. Go to the Filter tab.
  8. Select Payment Method on the Filter section.
  9. Choose Cash.
  10. Click OK.


I’ve attached a screenshot below to show you the last seven steps. 




If you’re trying to record a payroll liability check, you’ll first have to pull up the Payroll Liability Balances report. It includes information about payroll items assigned to a liability account, most deductions, and most company contributions. Then, check for credits that match the refund amount and the tax item. For detailed steps on how enter this check, go through this article: Record A Payroll Liability Check.


You can customize any payroll reports to help you keep track of your employee expenses. To learn more about this, see this article: Customize Payroll and Employee Reports.


I’m here anytime you have other concerns. Have a great day.

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Re: Thanks for posting here in the Community, rprainc. Are y...

Thank you, I will try this method.  I think it was a payroll liability, as I have to my employee expenses he incurred, and has submitted an expense report to me.  I had paid part of it via cash, and I wanted to apply that cash towards this liability.

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Re: Thanks for posting here in the Community, rprainc. Are y...

So here is what I need to see and be able to reconcile.  As an example, I have an employee expense report for a total of 2500 that needs to be reimbursed.  I had in the past, paid a cash advance for $1000, so I want to be able to see what is the total expense left to be paid.


I have set up an employee expense account and a cash advance account.  For the future, I've added reimbursement to the payroll, however I just don't know how to reconcile the past.

QuickBooks Team

Re: Thanks for posting here in the Community, rprainc. Are y...

Hi there, @kastha1.


Thanks for getting back to the Community. I can help guide you on recording the paid cash advance transaction in QuickBooks. 


To properly record the paid cash advance for the amount $1000, you can create a journal entry or write a check.


You can manually change the Check no. and type in to Cash so you can easily locate the transaction. Then, select the Reimbursable Employee expenses on the Expense Account drop-down menu and enter the amount for the paid cash advance. (attached screenshot)


For future reference, you can visit this article to learn more about reconciliation: Reconcile an account for multiple months or years of transactions and financial statements.


This will get you on the right track. Feel free to leave a comment below if you have any further questions on recording transaction. I'll be around to help. 

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