In QuickBooks Online, you track all the money that comes in and out of your business by categorizing everything. The category or account you choose for a transaction determines where it will apply on your tax forms (usually Schedule C).
To see your tax information in QuickBooks, go to Income Tax in the main menu.
When you create a new account/category for expenses, selecting a detail type determines where it's categorized on your Income Tax page in QuickBooks and your Schedule C tax form.
For example, when you create a new expense, if you select Advertising/Promotional under Detail Type, the expense will appear under Advertising on your Income Tax page in QuickBooks and would go on Line 8 on your Schedule C.
This table shows how each detail type determines where your expenses and income show up on your Income Tax page in QuickBooks and Schedule C line items.
|Detail Type (sometimes called “Tax form section”)||Expense or income type||Income Tax page category in QuickBooks||Tax Form Line|
|Sale of product income||Income||N/A||Schedule C line 1|
|Discounts and refunds given||Income||N/A||Schedule C line 2|
|Other miscellaneous income||Other income||N/A||Schedule C line 6|
|Advertising/Promotional||Expenses||Advertising||Schedule C line 8|
|Other vehicle expenses||Other Expenses||Other vehicle Expenses||Schedule C line 9|
|Parking and tolls||Other expenses||Parking and tolls||Schedule C line 9|
|Gas And fuel||Other expenses||Gas and fuel||Schedule C line 9|
|Vehicle insurance||Other expenses||Vehicle insurance||Schedule C line 9|
|Vehicle lease||Other expenses||Vehicle lease||Schedule C line 9|
|Vehicle loan interest||Other expenses||Vehicle loan interest||Schedule C line 9|
|Vehicle registration||Other expenses||Vehicle registration||Schedule C line 9|
|Vehicle repairs||Other expenses||Vehicle repairs||Schedule C line 9|
|Wash and road services||Other expenses||Wash and road services||Schedule C line 9|
|Commissions and fees||Expenses||Commissions||Schedule C line 10|
|Communication||Expenses||Communication||Schedule C line 25|
|Cost of labor||Expenses||Contract labor||Schedule C line 11|
|Depreciation||Other expenses||Depreciation||Schedule C line 13|
|Payroll expenses||Expenses||Employee benefit programs||Schedule C line 14|
|Insurance||Expenses||Insurance||Schedule C line 15|
|Interest paid||Expenses||Interest paid||Schedule C line 16b|
|Legal & professional fees||Expenses||Legal and professional services||Schedule C line 17|
|Office/general administrative expenses||Expenses||Office expenses||Schedule C line 18|
|Shipping||Expenses||Office expenses||Schedule C line 18|
|Equipment rental||Expenses||Equipment rent and lease||Schedule C line 20a|
|Rent or lease of buildings||Expenses||Rent and lease||Schedule C line 20b|
|Repair maintenance||Expenses||Repairs and maintenance||Schedule C line 21|
|Supplies & materials||Expenses||Materials & supplies||Schedule C line 22|
|Taxes paid||Expenses||Taxes and licenses||Schedule C line 23|
|Payroll tax expenses||Expenses||Taxes and licenses||Schedule C line 23|
|Travel||Expenses||Travel expenses||Schedule C line 24a|
|Travel meals||Expenses||Meals||Schedule C line 24b|
|Promotional meals||Expenses||Meals||Schedule C line 24b|
|Utilities||Expenses||Utilities||Schedule C line 25|
|Payroll wage expenses||Expenses||Wages||Schedule C line 26|
|Other business expenses||Expenses||Other business expenses||Schedule C line 27a|
|Bad debts||Expenses||Other business expenses||Schedule C line 27a|
|Dues & subscriptions||Expenses||Other business expenses||Schedule C line 27a|
|Home office||Other expenses||Other home office expenses||Form 8829|
|Utilities home office||Other expenses||Utilities (home office)||Form 8829|
|Homeowner rental insurance||Other expenses||Homeowner/rental insurance||Form 8829|
|Mortgage interest home office||Other expenses||Mortgage interest (home office)||Form 8829|
|Property taxes home office||Other expenses||Property tax (home office)||Form 8829|
|Rent & lease home office||Other expenses||Rent and lease (home office)||Form 8829|
|Repair & maintenance home office||Other expenses||Repairs and maintenance (home office)||Form 8829|
|Health insurance premiums||Equity||Health insurance premium||Schedule 1|
|HSA contributions||Equity||Health Savings Account contribution||Schedule 1|
Change a detail type
If something doesn’t look right, you can update your detail type for any account. This will change where the amounts for that account appear on your tax forms.
To make your changes, follow these steps:
- In QuickBooks, make sure you are in Accountant View.
- Go to Settings ⚙, then Chart of accounts (Take me there)
- Find the account you want to change, and in the View register ▼ dropdown, select Edit.
- Make any changes you need in the form that appears.
- Check the description of the detail type to make sure it’s what you need. If you don’t find one that fits, select the closest match. To help choose the best detail type, refer to the table in this article.
- Select Save.