How to record cash expenses?

Thank you VivienJ, I encountered this same question and found this post, it was exactly what I was looking for.

Very useful information for people, I think this is what everyone needs.

Hi

I hope I can follow up on this.  I want my team to record their expenses ongoing throughout the month and then I will use their records to make a bank payment to them.  Could this reconcile in QuickBooks?  Thanks.  Rebecca

Thanks for joining in on the thread, Rebecca.

Since the expenses of your team are reimbursable, you might want to set them up as a vendor. You can create individual vendor profiles or one for the whole team. Here's how:

1. Select Expenses on the left menu and go to the Vendor tab.
2. Click the New vendor button and set up the profile.
3. Click Save.

Reimbursements to your team are expenses to your company. You can record the reimbursements as Expense or Bill:

1. Click the Create menu (+) at the top and select Expense or Bill.
2. Enter your reimbursement details.
3. Click Save and close.

If you use Bill, you still need to create a bill payment:

1. Open the bill and click the Make payment button.
2. Make sure you choose the correct Bank account.
3. Mark the bill you want to pay under Outstanding Transactions.
4. Ensure the AMOUNT PAID is correct.
5. Click Save and close.

You might want to check out this article on how to your pay pays online: What is Online Bill Pay?.

I'd also recommend reaching out to your accountant when recording your team's expenses. They might have a better way of doing this. 

After recording your team's expenses, you can already reconcile the account.

Feel free to let me know if you have follow-up questions about this. Have a great day!

Thanks for getting back and providing detailed information, Rebecca.

You can let your employee record his/her expenses by adding him/her as one of the users. The least access rights you can provide is Limited to Vendors. You might want to review this article before adding them: Understanding User Types and Permissions.

Take note that if you give this access rights, your employee can also do the following aside from creating bills:

• create bills for other employees.
• enter other vendor transactions such as credit card purchases, expenses, checks.
• view reports related to Account's Payables (A/P).

You can also see what the user can and can't do upon selecting the Limited to Vendors access rights.

Here's how to add your employee as a user:

1. Click the Gear icon in the upper-right corner and select Manage Users.
2. Go to the Users tab and click the Add user button.
3. Select Standard user and click Next.
4. Select Limited to Vendors and click Next.
5. Set up the Time tracking settings and click Next.
6. Set up the additional settings and click Next.
7. Enter the employee's information and click Save.

Once he/she accepts the invitation, he/she can already record the expense as Bills. Then, you'll be the one to record the bill payments.

Meanwhile, I'd recommend reaching out to your accountant again on how your employees can record their car travel. They know what's best for you and your books.

Let me know if you need anything else.

 I have been looking everywhere for information on this topic for Quickbooks Desktop pro. I am wondering how to enter a bill which I paid with personal cash. I created a "cash" bank account, and entered the correct vendor and chose the cash bank account to pay from, however this makes my "cash" bank account a negative of the amount of the bill.  Is this OK?

Hi there, quinn1.

I found a similar post on how to record this type of transaction in QuickBooks Desktop.

Let me share this link with you so you can follow the steps given by one of our Established Community Backers: https://quickbooks.intuit.com/learn-support/en-us/banking/business-expense-paid-with-personal-funds/....

Don't hesitate to visit us again if you have other questions. 

The article you provided gave excellent instructions for what I was looking to do. I had a batch of transactions which were paid with personal funds. I recorded each expense into the expense lines on a no-named check, under each expense i entered another line with matched  negative amounts, coming from Owners Equity Contributions account. 

Next, I have a bank feed transaction to categorize, where I transferred this amount into my personal checking account as a reimbursement. Wondering the correct way to do so. I find articles on the topic, but i have a hard time finding any articles related to QB Desktop. I appreciate your time!!

Hey- I'm not sure if I create an expense when it was paid by cash in the receipts review. Does the expense only apply to my checking account that is linked- am I messing up the numbers by creating an expense after reviewing and no expense is found?

Hi there, @carrollbrothersgrading.

Also, you'll want to look for that expense using the advanced search feature in your QuickBooks Online (QBO) account. This way, you'll find the expense that matches your receipts. Here's how.

1. Go to the Magnifying Glass icon.
2. Click Advanced Search.
3. Filter the search option to Expense, Amount, and Equals.
4. Then, enter the amount shown from your receipts and click Search. 

Here's an article you can read for more details: Search for transactions.

You can also go to your Audit Log and look for the expense transactions.

I'm also adding this great article in case you want to learn how reconciliation works in QBO: Reconcile an account in QuickBooks Online.

You're always welcome to leave a comment below if ever you have other concerns. Have a great day!