Reimburse Customer/Assoc Member

pwlhcondo · ‎January 23, 2025

My Condo Association uses QB to manage HOA Fee collection and Vendor Payments.

We're in the process of moving from QB Pro 2016 (desktop) to QB online (simple start).

Association members are defined as customers and invoiced for monthly HOA Fee payments.

On occasion an association member will make a purchase on behalf of the association (e.g. snacks for a meeting, postage, etc.) and needs to be reimbursed. Historically this reimbursement is done outside the Customer Billing/Payment Cycle by simply writing a check. In some cases a vendor (with same name) was created to server as payee. In a few cases it appears the payee entered was automatically added to "Other Names" (a desktop feature).

Is there a better alternative, that doesn't require me to create a false vendor?

Thanks

Rainflurry · ‎January 24, 2025

@pwlhcondo

"Is there a better alternative, that doesn't require me to create a false vendor?"

It depends on how you want the transaction to be recorded. If you want it under a vendor account, you can use a $0 Expense (New > Expense) transaction:

1) Select the vendor.

2) On line 1 under 'Category details', enter the expense account and the cost.

3) On line 2 under 'Category details', enter Accounts Payable, the cost as a negative amount, and select the association member under 'Customer'. That enters the expense and creates a "bill" that you can pay to reimburse the member.

4) Pay the bill to reimburse the member under New > Pay bills.

If you don't want or need the transaction to show under a vendor account, you can just cut a check (New > Check) to the member and list the appropriate expense account as the category on the check.

View solution in original post

MorganB · ‎January 23, 2025

Thanks for joining us here in the Community, pwlhcondo.

I want to make sure you're able to properly record the reimbursement in your QuickBooks Online account.

In this instance, I recommend consulting your accountant about the best way to get this recorded. Your accountant will be able to advise you of the next actions based on your unique business setup and workflows. If you don't currently have an accountant, you may be interested in a new service from Intuit called Expert Assisted. Here you'll be able to connect with a live accounting agent to record this type of transaction. You can find out more here: Expert Assisted

Please don't hesitate to reach back out if you need an extra hand with the entry. I'll be here to help in any way that I can.

Rainflurry · ‎January 24, 2025

@pwlhcondo

"Is there a better alternative, that doesn't require me to create a false vendor?"

It depends on how you want the transaction to be recorded. If you want it under a vendor account, you can use a $0 Expense (New > Expense) transaction:

1) Select the vendor.

2) On line 1 under 'Category details', enter the expense account and the cost.

3) On line 2 under 'Category details', enter Accounts Payable, the cost as a negative amount, and select the association member under 'Customer'. That enters the expense and creates a "bill" that you can pay to reimburse the member.

4) Pay the bill to reimburse the member under New > Pay bills.

If you don't want or need the transaction to show under a vendor account, you can just cut a check (New > Check) to the member and list the appropriate expense account as the category on the check.

pwlhcondo · ‎January 25, 2025

Thank you!

The latter solution appears to be what I'm looking for. I didn't recognize that you could enter a customer name when writing a check.

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Reimburse Customer/Assoc Member