How to categorize expense after reimbursing employee on paycheck in QB payroll

I'll make sure that you can record your employees' reimbursement in QuickBooks Online (QBO), BS1987.

When the employee used their personal funds to pay a business expense, we can pay them now or record the expense first and pay them later. First, we can create a cheque or journal entry if you're using a third-party payroll. Here's how to pay your employee now:

1. Click the + New Plus icon. 
2. Click Cheque or Expense.
3. In the Payee dropdown, find the name of your employee.
4. In the Category dropdown, choose a liability account. If you don't have one yet, you can add a new account.
5. Enter the other information.
6. Once done, hit Save or Save and close.

Here's how if you want to pay your employee later:

1. Click + New, then select Journal Entry.
2. On the first line: select your liability account and enter the amount you owe your employee under the Credits column. Then click the Name dropdown and find the name of your employee.
3. On the second line: choose the expense account that fits the purchase your employee made. Then, enter the amount of purchase under the Debits column.
4. Hit Save and close.

After recording your Journal Entry, you can pay them using a cheque or expense. Also, we can run transaction detail reports to know how much you still owe them. Let me show you how: 

1. Go to Reports, then search for Transaction Detail by Account.
2. Open the report, then click Customise at the top.
3. In the General section, select the Report period dropdown and choose the range of your transaction.
4. In the Rows/Columns section, click the Group By dropdown, then Employee.
5. In the Filter section, select the Distribution Account dropdown, then choose the Employee Reimbursement account.
6. Click the Employee dropdown, then choose your employee's name. Note: If you want the report to show what you owe all employees, leave this set to All.
7. Hit Run report.

For your reference, you can check these guides here:

• Reimburse an employee
• Pay for business expenses with personal funds

In addition, I encourage seeking help from your accountant. They may add suggestions based on what's more suitable for your books and the business itself. For more tips and other resources, you may visit our page in managing your business in QuickBooks: QuickBooks Online Self-help articles.

If you have any additional QuickBooks-related concerns, feel free to click the REPLY button below. I'm more than willing to assist you again to improve your experience here in QuickBooks. Have a great day. 

This makes sense, but what generally our employees upload receipts to QuickBooks for their reimbursable expenses and we can turn those reciepts into bills or expenses- how do I attached a receipt that has been uploaded to quickbooks as I don't think I can do that with a journal entry.

Warm greetings, @chaya143. Let me provide information regarding the attachment feature in QuickBooks.

While it's possible to attach documents when creating bills and expenses, attaching receipts when making journal entries is currently unavailable. 

For more information on what transactions, you can attach a document or receipts, check out this article: Support attachments. 

In the meantime, you can add the receipts to your employee's profile. 

Here's how: 

1. Hover to Payroll, then select Employees.
2. Double-click the employee and click Documents.
3. Click Add Documents. 

If you want to look closely at your business's finances, you can run a payroll report. This will provide a detailed summary of your company's payroll expenses, including employee salaries, bonuses, taxes, and other related costs. 

You can respond by tapping the reply button for further clarification and details about attaching receipts. I'd be here to assist you always, @chaya143.