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dholden
April 1, 2020
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How do I have an employee submit an expense report to me in quickbooks?

  • April 1, 2020
  • 2 replies
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Original commenter did not share additional details
Best answer by Jessica_young

Thanks for joining this thread and I'm here to help you today, jbreddy.

 

Anyone who has access to your QuickBooks Online can download the app on their phone. Check out this link for instructions: Access your QuickBooks data on your mobile device.

 

However, an employee needs to have access to your Banking page to take a picture of the receipt for your expenses. Please browse this article to know the type of access you can give to an employee: User roles and access rights in QuickBooks Online.

 

Once all set, a user can:

 

  1. Take a picture of your bill or receipt on your mobile device. The photo must be a pdf, jpeg, jpg, gif, or png.
  2. Make sure each image or file contains only one receipt.
  3. Email the image to your custom email address @qbodocs.com. It may take a few minutes to send.

Check out this link for additional information: Email receipts and bills to QuickBooks Online.

 

Don't hesitate to post again if there are other features you need in QuickBooks. Just leave a comment below, and I'll get back to you.


Hello all!
I’m excited to share our new feature; Expense Management within QuickBooks Online Advanced. With this new feature, you can set up employees so they can submit their expenses and allow you to confidently match transactions to correlating receipts.
 
What will this new feature bring to your workflow?
  • Gives employees access to submit expense claims.
  • Receive expense submission notifications.
  • Manage expense categories for your employees to see when submitting expenses, so it’s easier for them to assign the correct category to an expense.
  • Review expense claims in one place.

 

Want to find out more? You can read more information on this new feature and how to get started by checking out this Community article: Set up employee expense management in QuickBooks Online Advanced.

2 replies

G
GlinetteC
April 1, 2020

Hi there, dholden.

 

Let me share some information on how your employee can submit an expense report to you in QuickBooks Online.

 

Does your employee have access to your account so he/she can pull up the report? If not, you may want to add your employee to manage your reports. Here's how:

  1. Go to the Settings icon and select Manage Users.
  2. Click the Add user button.
  3. Under These don't count toward your user limit section, select Reports only, then click Next.
  4. Enter your employee's information.
  5. Click Save.

Have your employee check the email to click on the Let's go link  Accept the Invitation. That way, he/she can access the expense report and print it to submit it to you.

 

Here's an article you can share on how to run reports in QBO. This provides an overview of running basic reports.

 

I'll be right here if you need more help.

    T
    Tabtek
    August 13, 2020

    Will this give them access to my entire quickbooks account?

    MariaSoledadG
    MariaSoledadG
    August 13, 2020

    Adding them as a Reports only user doesn't give them the entire access for QuickBooks, Tabtek.

     

    This user can see all reports except the Audit Log. They can create custom reports and add report groups, but they're unable to view the actual transactions. They're unable to see reports that show contact information. You can follow the steps provided above if you want to choose this level of access for your employee. 

     

    Please read this article for more information: User Types And User Permissions In QuickBooks Online. 

     

    For future reference, you can visit this article in case you'll want additional information about payroll: Getting Started With Payroll.

     

    Let us know if you need help. I'm always here to help you.

    K
    Kithera
    March 9, 2022

    Is there a way to NOT have employees who are submitting expenses have access to all of my financial reports?  I don't really want apprentices to be able to see a P&L or job costing report just to submit an expense for a box of blades. 

    katherinejoyceO
    katherinejoyceO
    March 9, 2022

    Thanks for joining in this conversation, @Kithera. At the moment, the option to limit user access to reports is currently unavailable. 

     

    I understand the need to have this feature. Rest assured that I'm taking note of this to let our engineers know what areas should we need to improve in the future.

     

    In the meantime, you can also submit your suggestions directly to our developers. Here's how:

     

    1. Select the Gear icon at the top, then Feedback.
    2. Enter your comments or product suggestions. 
    3. Click Next to submit your request.

     

    You also want to track your feature requests through the QuickBooks Online Feature Requests website.

     

    I'm always around here to help you some more should you have any additional or other concerns. 

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