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Virtual_Accountant
November 11, 2021
Question

How to handle expense receipts uploaded by employees.

  • November 11, 2021
  • 1 reply
  • 0 views

Hello, instead of using monthly expense reports, a client wants to allow employees to snap receipts with their phone, which will then upload to QBO.  As the funds do not come from the bank or credit card, how would you handle?  Possibly create a liability account for each employee?  Thank-you.

1 reply

T
Trish_T
November 11, 2021

Hi Virtual_Accountant,

 

It's great to hear that your employees are utilizing the 'snap receipt' function while on the go!  Recording and tracking employee expenses can be done seamlessly with QuickBooks Online Payroll.  I'd be happy to show you how!

 

To set up the employee expense reimbursement, follow these steps:

 

1. Select Payroll from the left menu and then Employees

2. Click on the name of the employee and then Edit

3. Hit the pencil icon for How much do you pay section

4. Hit Add other earnings type

5. Give it a Name

6. Keep the field at $0.00 for a non-fixed rate

7. When finished, click Done

Repeat the steps to add the earning type to other employees.

 

The field will be visible when you run payroll and you'll be able to fill out the amount to be reimbursed.

 

If you prefer not to add it in the payroll module, you can also record the reimbursement as an expense.  

 

If you have any other questions, let us know.  Enjoy the rest of your day!

 

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