How do I record an expense which is to be reimbursed by a client

Hello, @warren-hiepnerla. I'd be happy to walk you through the steps in recording the expense paid on behalf of your client.

In QuickBooks Online, we can easily record and track expenses you incur on your customer's behalf. All you have to do is turn on the Billable Expense feature in the settings.. Then, write the check and mark it as billable to your client. Doing this allows you to link the billable expense to your customer's invoice for reimbursement.

Step 1: Turn on billable expense

1. Go to the Gear icon, then select Account and Settings.
2. Go to the Expenses tab.
3. From the Bills and expenses section, select Edit.
4. Turn on the following:
5. Show Items table on expense and purchase forms
   • Track expenses and items by customer.
   • Make expenses and items billable.
6. You may also set up the following:
   • Markup rate
   • Billable expense tracking
   • Sales tax charge
   • Bill payment terms.
7. Select Save and Done,

Step 2: Enter a billable expense

1. Click the + New menu and select Check.
2. Select the payee.
3. Fill in the Category or Item details.
4. Enter the description and amount of the expense, then select the Billable checkbox.
5. In the Customer column, select the customer you want to bill for this expense.
6. You can enter or make sure the markup % is correct, then select the Tax checkbox or choose a tax agency if you want to charge tax.
7. Select Save and close.

Step 3: Add billable expenses to invoices

1. Click the + New menu and select Invoice.
2. In the Customer dropdown menu, select the customer you created a billable expense for. This opens the Add to invoice window.
3. Select Add on the billable expense you want to charge to your customer.
4. Select Save and close.

Once you receive the reimbursement, you'll have to record the payment so it marks the invoice as paid.

I'm always here if you need any more help in recording the reimbursement. Have a great day,