Track your business expenses in one place

Connect your accounts

Connect QuickBooks to your bank accounts, credit cards, PayPal, Square, and more, and we’ll import and categorize your expenses for you. Create custom rules to categorize your expenses, and run reports to see how you spend every dollar.
QuickBooks categorizes expenses for you

Track expenses in a snap

Snap and save photos of receipts with our mobile app, and we’ll automatically match all your receipt information to an existing transaction. Expense tracking has never been easier.
Snap photos of receipts for easy expense tracking

Stay ready for tax time

Easily track business expenses all year to make sure you never miss a tax deduction. Say goodbye to Excel. QuickBooks automatically sorts expenses into ̨categories and keeps them organized all in one place.
Easily track business expenses all year

Manage your cash flow

QuickBooks tracks expenses throughout the year, providing you with the data you need to better predict and manage your cash flow. View the built-in cash flow statement and see how much money you have — so you can cover your bills.
Tracking expenses helps you estimate cash flow

Flexible QuickBooks Online plans for your business

Flexible QuickBooks Online plans for your business

Simple Start
2055100
10 27 50
/mo
Save 50% for 3 months
  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Run basic reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors

  • Enhanced Payroll

    Add $35 $ 18 /month
    + $4/employee/month

  • Full Service Payroll

    Add $ 80 $ 40 /month
    + $4/employee/month

Simple Start
2055100
10 27 50
/mo
Save 50% for 3 months
  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Run basic reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage bills
  • Track Time
  • Multiple users (up to 3)

  • Enhanced Payroll

    Add $35 $ 18 /month
    + $4/employee/month

  • Full Service Payroll

    Add $ 80 $ 40 /month
    + $4/employee/month

Simple Start
2055100
10 27 50
/mo
Save 50% for 3 months
  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Run basic reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage bills
  • Track time
  • Multiple users (up to 5)
  • Track project profitabilityNEW
  • Track inventory

  • Enhanced Payroll

    Add $35 $ 18 /month
    + $4/employee/month

  • Full Service Payroll

    Add $ 80 $ 40 /month
    + $4/employee/month

Simple Start
2055100
10 27 50
/mo
Save 50% for 3 months
  • Track income & expenses
  • Capture & organize receipts
  • Maximize tax deductions
  • Invoice & accept payments
  • Run basic reports
  • Send estimates
  • Track sales & sales tax
  • Manage 1099 contractors
  • Manage bills
  • Track time
  • Multiple users (up to 25)
  • Track project profitabilityNEW
  • Track inventory
  • Smart reporting powered by Fathom1
  • Accelerated Invoicing2
  • Custom user permissions
  • Premium care with Priority Circle3

  • Enhanced Payroll

    Add $35 $ 18 /month
    + $4/employee/month

  • Full Service Payroll

    Add $ 80 $ 40 /month
    + $4/employee/month

Frequently asked questions

Scan receipts using the QuickBooks app

Turn your camera phone into an instant receipt scanner.

Goodbye manual entry, hello time savings

Track and organize expenses in so many ways. Use the app to scan and automatically upload receipts, or email them instead. You can even use your computer to drag and drop receipts into QuickBooks. All receipts are automatically uploaded and matched in QuickBooks.
Scan receipts using the QuickBooks app

Attach receipts to invoices

This comes in handy if you invoice your clients for expenses you’ve incurred. Just snap a photo of the receipt and record the billable expense in your books. Then add the billable expense to the invoice and attach the receipt. And you’re done!
Attach receipts to invoices

Track receipts anywhere, anytime

We know it can be a challenge to track receipts while you’re on the go. The QuickBooks mobile app makes it a breeze to track business travel expenses with your phone. No more combing through paper receipts after your trip. Just snap a photo with your mobile device and your receipts are organized in your account automatically.
Use your phone or tablet to take photos of receipts

Find your scanned receipts fast

Finding those receipts for your accountant during tax time has never been easier. QuickBooks keeps all your receipts organized in one convenient place. After using our receipt scanning app to upload your receipts, you can easily find them using the search bar.
Find your scanned receipts with the search bar

Frequently asked questions

How to track expenses: tips, tricks, and tax deductibles

By Kathryn Hawkins
Did you lose a week of billable hours last tax season because you spent time sorting through all your credit card charges and paper receipts to figure out how many of your purchases were business expenses? If so, it’s time to step up your organizational efforts and implement a system for tracking your business expenses in real time.

Handling business finances is often one of the least favorite parts of running a small business. Having a firm grasp on your cash flow, knowing what’s tax deductible and what’s not, understanding what you spent each quarter; it all translates into a more positive and less stressful experience at tax time.

You might be dreading that expense tracking is going to be a thorn in your side. But with knowledge comes power. Understanding how to properly track expenses will help ease the pain.

Here are a few ideas for building a better system for tracking expenses to help get you started.

Create a business bank account

If you’re a sole proprietor with a brand new business, it may not have occurred to you to separate your business and personal finances. If that’s the case, here’s how you can take care of this. Put all of your business income directly into a business account, and use a business credit or checking account for any business-related purchases that can be paid by card.

You can move money from one account to the other as necessary, but drawing a clear line between your business and personal accounts will help you keep track of whether you’re making business or personal purchases. Creating a business bank account will also build up your business’s credit should you need financing in the future.

As a bonus, having a business credit card makes it especially easy to track business spending. You’ll only use this card for business purchases, so figuring out what business expenses you’ve made will be a no-brainer. This comes in particularly handy during tax season.

Keep receipts of business purchases for tax time
Keep receipts of business purchases for tax time
Keep receipts of business purchases for tax time

Stay on top of your receipts

When you get receipts for business-related purchases, organize them in a file by month, or request email copies of receipts and store them in digital files in your computer. (Whatever you do, try not to store them in a shoe box. Your accountant will thank you for it.)

If you’re ever audited, you may need your receipts as evidence of your business purchases. Storing your receipts will also help you keep track of how much money you’ve spent, making it easier to track expenses throughout the year.

Take special note of all business travel

It’s easy to overlook certain travel expenses beyond a plane ticket and hotel room. A big part of expense management is tracking every single detail of any business trip. That dinner outing you had with a client? A business expense. The car you had to rent? A business expense. That one-of-a-kind Hawaiian shirt you just couldn’t pass up? Okay, that one’s coming out of your pocket.

Note your expenses as they occur

Use a tool like Google Calendar and set up notifications for recurring or one-time expenses. Use the event form to write down the type of expense (i.e., utilities, rent, contractor services) and the recipient of the funds.

You can set up alerts to remind you to pay upcoming expenses before they’re due, and you’ll be able to print out the entire calendar for reference when the next tax season comes around. These reminders can also help prevent missed payments and keep your spending habits front and center.

Many online calendars like Google Calendar can also sync with your cell phone, so you can conveniently enter your expenses while you’re out and about. This makes your Google Calendar a perfect and simple expense tracker for life on the move.

Track receipts to easily analyze business expenses

Use software to track and analyze business purchases

Most accounting software programs provide options to create expense categories and link them to line items on your tax forms, which will help reduce the time you spend preparing your tax returns.

Accounting software can also be used to generate profit-and-loss statements, so you can easily assess the financial health of your business. Using software to track business expenses will save you a lot of time when tax time rolls around in April.

Many budget tracking tools can also help you calculate monthly expenses, track personal capital, and even sync with your credit or debit card. Many programs or mobile apps will also let you set financial goals and track your progress toward those goals. You can find a number of budgeting apps out there if you do a little research.

Hire a bookkeeper

Is your company growing and you need help tracking all your expenses? Or you just don’t have the knack for numbers? You should consider hiring a bookkeeper on a contract basis. They can spend a few hours each month going through your receipts and invoices, and tracking them in accounting software.

A good bookkeeper generally costs between $20 to $50 per hour, which is well worth it if it helps you stay off the IRS’s radar. Bookkeepers may even help you save money in the end because you’ll only be able to make small business deductions if you keep proper records. And who keeps better records than a professional bookkeeper?

Track expenses the right way

It’s true, tracking expenses can be a ton of work, but it’s a given for small businesses. But here’s the best part. Doing it the right way is really worth the trouble in the long run. Come tax time, you’ll be so relaxed knowing your receipts are organized, and your monthly expenses are in tip-top shape.

Availability: QuickBooks Online requires a computer with a supported Internet browser (see System Requirements for a list of supported browsers) and an Internet connection (a high-speed connection is recommended). The QuickBooks Online mobile app works with iPhone, iPad, and Android phones and tablets. Devices sold separately; data plan required. Not all features are available on the mobile apps and mobile browser. QuickBooks Online mobile access is included with your QuickBooks plan.

Cancellation policy: There’s no contract or commitment. You’re free to switch plans or cancel any time.

Mobile apps: The QuickBooks Online mobile and QuickBooks Self-Employed mobile companion apps work with iPhone, iPad, and Android phones and tablets. Devices sold separately; data plan required. Not all features are available on the mobile apps and mobile browser. QuickBooks Online mobile access is included with your QuickBooks Online subscription at no additional cost. Data access is subject to cellular/internet provider network availability and occasional downtime due to system and server maintenance and events beyond your control. Product registration required.

Usage Limits: QuickBooks Online Advanced includes unlimited Chart of Account entry. Simple Start, Essentials and Plus allow up to 250 accounts. QuickBooks Online Advanced includes unlimited Tracked Classes and Locations. QuickBooks Plus includes up to 40 combined tracked classes and tracked locations. Tracked Classes and Locations are not available in Simple Start and Essentials.

1. Each active QuickBooks Online Advanced subscription includes one license of Smart Reporting powered by Fathom. To import your data into the tool, your QuickBooks Online Chart of Accounts can’t exceed 3,000 active or inactive accounts.

2. QuickBooks Online Advanced supports the upload of 1000 transaction lines for invoices at one time. 20% faster based off of internal tests comparing QuickBooks Online regular invoice workflow with QuickBooks Online Advanced multiple invoice workflow.

3. Priority Care is a part of the Priority Circle program. Membership in Priority Circle and its benefits are available only to U.S. customers who have an active, paid subscription to one of the following products: QuickBooks Desktop Enterprise, QuickBooks Online Advanced, QuickBooks Full Service Payroll, QuickBooks Online Payroll, and Desktop Assisted Payroll. Eligibility criteria may apply to certain products. When customers no longer have an active, paid subscription, they will not be eligible to receive benefits. Terms, conditions, pricing, service and support options are subject to termination or change without notice.

Terms, conditions, pricing, special features, and service and support options subject to change without notice.