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gjoyner813
Level 1

quickbooks is creating expenses without me entering them. help

 
1 Comment 1
MariaSoledadG
QuickBooks Team

quickbooks is creating expenses without me entering them. help

There are several reasons why QuickBooks automatically generates expenses. I'm here to help clarify these reasons and guide you on how to address them, gjoy.

 

One common cause is the presence of third-party applications connected to your QuickBooks Online (QBO) account that might be creating these transactions without manual input. To check for any connected application, you can navigate to the Apps menu in the left panel of your dashboard. For your convenience, I've included a screenshot below to assist you in locating this menu:

 

application.png

 

You'll want to disconnect the app to stop transactions from creating. 

Secondly, it's important to check if any rules have been established in your account that might be the cause to automatically categorize and create expense transactions. To check if existing rules are created, please follow these steps:

 

  1. Go to the Transactions tab, then select Rules.
  2. Look for any rules that have been set up for expense transactions.

 

If you've found one, you can delete the rule to prevent any further transactions from being created. See the screenshot below:
bank rule.PNG

Next, you can also check the audit log to see the history of changes and additions created in your account. This can help you identify if the expenses were added by another user or by an automated process. Here's how to access the Audit Log: 

 

  1. Go to the Gear icon and select Audit log.
  2. Select Filter.
  3. Use the fields on the Filter panel to choose the appropriate UserDate, or Events filter to narrow the results.
  4. Click Apply.

 

Additionally, it's crucial to ensure that only trusted users have the ability to make financial transactions. You can manage user permissions or adjust roles by following these steps:
 

  1. Go to the Gear icon, then select Manage users.
  2. Find the user you want to edit, then select Edit in the Action column. You can change the user role from the Roles dropdown.
  3. Select the account management settings you want to manage.
  4. Click Save.

 

For more information on how QuickBooks records all account activity in the Audit Log, refer to this article: Use the Audit Log in QuickBooks Online.

 

Once you've determined the cause of the automatically generated expenses, QuickBooks offers a variety of expense reports that can help you review your transactions in one central location. Simply filter these reports to ensure you're viewing the correct data. For guidance on customizing reports, check out this article: Customize Reports in QuickBooks Online.

 

You can always comment below if you have further questions or concerns about expenses. The Community team is always right here to help you.

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