Although we have the Advanced version of Quickbooks, we still do not have the option to choose "Expense Claims" in the roles. How do we activate this?

QuickBooks Online International (QBO) does not have the option to set an Expense Claim, Sam.

Please note that the Expense Claims feature is specifically available in QuickBooks Online USA, which allows businesses to manage employee expense reimbursements seamlessly. However, in the International versions of QBO, including those tailored for other countries, the expense management features are structured differently and do not include a designated Expense Claims option.

Since the Expense Claims option is not available, you can manually enter employee expenses using the Expense feature in QuickBooks. You can follow the steps provided below:

1. Go to + New, then click Expense.
2. Select the specific vendor and provide details like date, payment account, expense category, and amount.
3. Once done, click Save and close.
   
   

Alternatively, you can create and record them as cheques to reimburse your employees directly.

1. Navigate to the + New, then click Check.
2. Select the employee/vendor to whom you are issuing the reimbursement, and enter the expense details.
3. Once done, you can now click Save and close.
   
   

If you have additional questions or concerns, feel free to reach us out by dropping a comment below, and we will promptly assist.

Thank you very much for the quick reply!

I understand we have the international version, but is it possible to change to the American version?

Thank you for also providing the 2 alternatives. The expense cliam would be a good option, but we are leaning more towards Cheques (Checks) because then we have the option to not show them all the expenses.

Our goal is to only give them to option to request reimbursements, without giving them more viewing options of all the expenses.

Is there an approval workflow we can set up for cheques (checks) similar to "Bill Multi-Condition Approval"? Even when we try to do the custom workflow, "check" is not given as an option, but rather only expenses and bills.

You have the option to switch to US version. But, please note that QBO US is specifically configured to US tax rules and regulations, Sam.

If you decide to migrate, you can visit the QuickBooks US website to select a plan. Once it is set up, you can move your lists to your new company. Keep in mind that you'll have to manually reenter the transactions that can't be imported.  Once your migration is complete, you can cancel your subscription to prevent any further charges.

Regarding the approval workflow for cheques, note that it is not available in all versions or regions of QuickBooks Online. But you can set up approval workflows for bills, bill payments, and expense transactions. As a workaround, you can visit the App Market to search for a third-party app that can handle check approval.

If you have additional questions, please leave a reply below. The Community is always here for you.

Thanks a lot Antonietta for the quick reply!

Understood about switching to the American version. If Checks do not have the approval workflow in place, could you please provide me with an alternative to allow for reimbursement requests without the users seeing all the expenses? (confidentiality reasons of course)