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Enter, edit, or delete expenses in QuickBooks Online

Learn how to create, edit, and delete expenses such as cash or cheque purchases in QuickBooks Online.

QuickBooks makes it hassle-free for you to record your expenses, letting you enter them when they occur. You can also edit or delete expenses you recorded to make sure everything is accurate.

Check out this quick video to learn about recording expenses:

Tip: If you have a large number of expenses to create, it may be easier to enter them in the Account history instead.

Create an expense

  1. Select + New.
  2. Select Expense.
  3. In the Payee field, specify a supplier. You can specify the name of a person or a business. If your transaction covers multiple petty cash expenses, leave this field empty.
  4. Select the Payment account to which to credit this expense.
  5. Enter the date of purchase in the Payment date field and specify the Payment method for the expense.
  6. (Optional) You can use the Ref no. field to enter an identifying number from the purchase receipt. (Note: QuickBooks Online Plus users: When location or class tracking are turned on, additional fields for Location or Class appear. You can turn on location or class tracking features in Company Settings on the Advanced tab).
  7. (Optional) Enter a description of the expense.
  8. Enter the amount of the purchase and any Tax paid (if applicable).
  9. Select Save and close or Save and new.

Before you Save and close, you have some options to consider that could help track the expense:

  • If you are billing this expense to a specific customer, select the Billable checkbox and enter the name of the Customer. Billable expense tracking must be turned on to see the Billable column. You can turn it on in Company Settings on the Expenses tab. Note: If you later receive a credit for an expense that was previously billed to a customer, be sure to specify that customer on the credit and select the Billable checkbox or the customer will be billed for the expense on the next invoice, and the credit will not appear.
  • To see a report of income vs. expenses for each customer, you can run an Income by Customer Summary report.
  • Enter any note or Memo you want to appear in the Account history, on printed cheques, and on reports that include this purchase.
  • Use the fields in the Item Details section to enter information about the product or service purchased.
  • If you use expense vouchers, select Print to have a paper copy of the voucher.

Edit an expense

Warning: Changing or editing an expense billed to a customer may also change the customer's invoice.
  1. From the left menu, select Expenses, and choose Expenses.
  2. In the Expense Transactions window, find the expense to edit.
  3. Under the Action column, select View/Edit.
  4. Update the transaction as needed.
  5. Select Save and close.

Delete an expense

  1. From the left menu, select Expenses, and choose Expenses.
  2. In the Expense Transactions window, find the expense to delete.
  3. From the Action ▼drop-down menu, select Delete.
  4. Select Yes to confirm that you want to delete the transaction. Once you delete an expense, only the Audit log maintains a record of it. To open the Audit log, select Reports from the left menu and enter Audit Log in the search bar.

Not sure whether to create an expense, a bill, or a cheque?

Please check What is the difference between bills, cheques, and expenses? to help you decide.

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