How do I categorize coffee club?

We want to get the best help for you, jon_inUnity. 

I'd like to make sure that we're on the same page so I can provide you the right amount of information. Are you trying to bill this one to your client or you'll want to reimburse this one? Are you using QuickBooks Self-Employed (QBSE) or QuickBooks Online (QBO) version? Any details or screenshot is appreciated so we can narrow down this issue.

I'll be here waiting for your response to answer any questions I can. Just reply to this post and I'll get back to you. You have a good one. 

I am using the original version of QuickBooks. 

I'm looking to reimburse the expense as I would meals & entertainment. If I were to order coffee each time I meet with my clients, my understanding is that this would be reimbursable. However, the coffee club (or whatever they call it) is only $8.99/mo, a single cup is $2.50. 

Since I meet my clients at Panera at least 6-8 times/month the subscription more than pays for itself.

Thanks for coming back, @jon_inUnity. You can create one transaction every month. For example, you create one bill for all coffee orders at the end of this month. Then, add details of your client in the Description field so you can easily identify the transaction.

As soon as you'll get reimbursement, you can create a journal entry to offset the total balance of the bill.

I'd also suggest reaching out to your accountant for proper guidance to ensure your books are accurate.

For future reference, read through this article: How to enter billable expenses. It helps you learn about recording an expense you paid on your customer's behalf when you perform a job for them. 

I'd also suggest reaching out to your accountant to get a piece of advice on how to correctly categorize this transaction and to check whether this should be recorded as a reimbursable expense. 

Visit us again in the Community if you have other questions. See you around.