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users_hunt_83
October 28, 2023
Question

If an employee purchases construction materials for a job, how do I enter the reimbursement in QBO if I do not want to reimburse through payroll?

  • October 28, 2023
  • 1 reply
  • 0 views
I need to enter a reimbursement check to the employee for construction materials bought personally because didn't have company card.

1 reply

A
Archie_B
October 29, 2023

Hi there, users_hunt_83.

 

I can help you process a reimbursement for your employee without going through payroll in QuickBooks Online.

 

If you need to pay an employee back for out-of-pocket business expenses, you can directly create a Check to track it.

 

Here's how:

 

  1. Click on + New.
  2. Choose Check.
  3. Leave the Payee information blank. If you want to include the employee's name as a payee, you can also create a Vendor's profile with a unique name in the Display name as field. For example, add "(Construction Materials)" to the end so you know which vendor profile to pick.
  4. In the Category details, select the reimbursement account. If you don't have one yet, you can add a new account.
  5. Complete the other fields.
  6. Then, hit Save and close.

 

I'm also adding this article for more information about this kind of process: Reimburse an Employee in QuickBooks Online.

 

In addition, this article will give you an idea of how to properly record a business expense: Reimburse employees' mileage and vehicle expenses in QuickBooks Online. Even though this article focuses on mileage and vehicle expenses, the steps provided can also be used to track construction materials that your employee paid for as a Bill.

 

Let me know if you still have other employee-related concerns. I'll be here to assist. Keep safe!

C
CherylO2020
May 1, 2024

I accidentally reimbursed an employee 2x in April not through payroll. How do I create a credit to keep on file for employee for future reimbursements?

S
SheandL
May 1, 2024

There are two methods to use when reimbursing your employee, through payroll or checks, @CherylO2020. Since you've mentioned you're not using payroll, let's create a check to reimburse your employee.

 

Let's write a check to recompensate for the money your employee has used to pay for your business expenses. I'm here to guide you through the process.

 

  1. Head to the + New, then click Check.
  2. Select the Payee dropdown and locate your employee's name.
  3. Choose the Category dropdown, then pick a liability account.
  4. Enter the other information. 
  5. Click Save or Save and close.

 

You can scan this article for reference: Reimburse an employee in QuickBooks Online.

 

At the same time, you can read this article about processing your employee's vehicle expenses: Reimburse employees' mileage and vehicle expenses in QuickBooks Online.

 

Drop a comment if you need further help creating an employee's future reimbursements in QuickBooks Online. I'll make sure to attend to your concerns.

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