There are fixed monthly expenses that are not appearing in my Cash Flow Planner. How do I get these expenses to appear in the Cash Flow Planner automatically?

Hello, team-lekkerwine-.

Ideally, when you enter a money-out or money-in transaction, it would automatically flow to the planner. Though, there are certain things that would prevent us from seeing the entries. I'll drop a few solutions to ensure that the Cash Flow Planner would pick up all of your expenses.

Let's start with the filters. Let's make sure that the Filter setting includes all transactions. 

On the Cash Flow Planner screen, click the Filter button, then make sure the Expenses box is checked. Hit Apply Filters once done. 

Next, lets make sure that the bank account is selected so it is included on the planner. On the Cash Flow Planner page, click the small gear icon, then make sure that the banks are checked. Hit Save when done. 

Aside from the filter and the bank, let's also update the planner's transactions list. Those expenses may be included in the Overdue transactions. We can manually update this by clicking on the Update button. 

I also take it that you've also connected your bank to the Online Banking feature. Let's make sure that those expenses are categorized and added to your books, so they would flow to the planner properly. 

If you need a reference or two about the Cash Flow Planner, I'll add this article: Use the cash flow planner in QuickBooks Online.

After fixing the missing expenses, do you need to reconcile your account after planning out your cash flow? Check out this guide if you need help in the future: Reconcile an account in QuickBooks Online. 

Let me know if you have more questions about using the Cash Flow Planner. If you have other concerns on other entries or when you pull up a report, drop the details below and I'll help you out. 

Thanks James for your detailed response.

I have checked everything you have recommended and there was no need to change anything as it was as you needed it, but nothing has changed on the planner.

My bank account is reconciled up to Dec 31st with the correct categorization of the expenses.

Anything else you can recommend?

Again thanks for your help.

You're welcome, team-lekkerwine-.

Thanks for the update! I would like to dig a little deeper on the missing expenses on the Cash Flow Planner. 

Going back to your original post, you mentioned something about fixed monthly expenses. Are you referring to a recurring expense template? If so, only the future expenses (scheduled but not yet entered in QuickBooks) would appear on the chart. 

Previously entered expenses (from the template) would disappear from the chart. Though, we may still find them on the In the past page, provided that the planner picked them up before (click on the Upcoming drop-down menu, then select In the past). 

If these are fixed monthly credit card transactions, then these won't show up on the chart as well. Here are additional pointers that the cash flow planner won't include:

• Credit card transactions
• Trust account transactions
• Transactions you've entered manually into QuickBooks (previously dated transactions). 
• Multi-currency enabled files
• Journal entries

To elaborate further, the Cash Flow Planner would show transactions like bills, expenses (from recurring templates), and invoices. Once these transactions are paid and processed, then they won't show up on the chart. 

If you'd like to track your financials through reports, I'll add this article in case you need help utilizing the feature: Run reports in QuickBooks Online.

I'm willing to help you out again if you have something else you'd like to clarify. I'll cover topics ranging from the Cash Flow Planner to reports. 

Thanks James,

My assumption is/was that the Cash Flow Projector would create an estimated cash flow based on previous transactions. So if I had a steady cell phone bill of +-$250 that it would take that into consideration.

Do I have to tell QB that certain transactions are recurring? What do you mean by "Recurring Template"? 

I have included a screen shot of the upcoming transactions from the Cash Flow Planner. I am not sure why everything is saying "Insurance" these are amounts between $40 - $120. The only projected expense that makes sense is the Credit Card payment which is estimated.

Should I be adding regular monthly expenses manually into the Cash Flow Planner?

Thanks again for your help.

Tony

Hello, team-lekkerwine. 

I appreciate the screenshot you've shared with us. Yes, if it's recurring transaction, you create a recurring template. Also to give you insight what recurring template is. The recurring Templates are ”copies” of existing documents that are automatically generated by the system at regular time intervals. They are available in invoices, expenses, and other tasks you do regularly.

It is also possible that these transactions are recurring as they generate existing documents. That's why in the description it says everything "Insurance". 

Check out this link to learn more about the recurring template feature and how to edit it out: Use the cash flow planner in QuickBooks Online.

Additionally, If you connect your bank and credit card accounts, you don't need to manually add the monthly expenses. QuickBooks use the data from your account and automatically analyzes transactions to predict future money in and out. It also uses any transactions you’ve entered in QuickBooks with a future due date. 

You can also use the various reports and projections to get a clear picture of your company's current and future finances. Here's an article for your convenience: Track your cash flow in QuickBooks Online.

I'll be available if you have any further questions or concerns about cash flow in QuickBooks. Have a wonderful day!

Is there any way to add in transactions from "in the past" that are not being captured in the cash flow planner?

Thanks for joining the Community and getting involved with this thread, BKBookkeeper.
 

There's multiple ways to enter and track transactions. You can create sales forms, like invoices or sales receipts, to capture your entire business cycle.
 

You can also add transactions manually while working in an account's register. This can save time if you're reviewing your Chart of accounts and need to make a quick addition.
 

Here's how to add transactions to an account register:
 

1. In the left navigation bar, go to Transactions, then Chart of accounts.
2. Find an account register you want to review.
3. Click its View register option.
4. At the top of your list, use the Add journal entry, Add check, or Add deposit ▼ drop-down lists.
5. Choose a type of transaction you want to add.
6. Fill out your fields to complete the transaction.
7. Select Save.

You'll want to be aware that not every account register allows you to add transactions directly.
 

I've also included a detailed resource about adding transactions which may come in handy moving forward: Manually add transactions to account registers
 

I'll be here to help if there's any additional questions. Have a wonderful Wednesday!