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SOC_James
Jan 23, 2023 8:00 PM UTC
Solved

How do I enter a new expense category?

I know this has been asked before, but the most recent results I can find are from 2020, and do not reflect the current online layout with their instructions. 

SOC_JamesAnswer
Jan 24, 2023 7:30 PM UTC

UPDATE: I was not able to do what I had wanted, but I figured out how to navigate to where the expense categories are and added subcategories. Under "Bookkeeping" there is a section called "Chart of accounts". If you click new on the right side of the screen, it allows you to make a new expense type, but I could not create new separate categories. Every other guide I have found was before QuickBooks Online updated to its current format, and in the previous version this functioned properly. I don't know what has changed, but this will suffice as a work around for now.

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8 replies

Bryan_M
Bryan_M
Jan 23, 2023 11:36 PM UTC

Thank you for posting here in the Community, @SOC_James.

 

Allow me to guide you through creating a new expense category.

 

Here's how: 

 

  1. On your left panel, select Accounting.
  2. Select Chart of accounts.
  3. On the right side beside Run Report, click the green colored box with New inside it.
  4. A new prompt will pop up for a New account, select the Expense icon.
  5. Fill in the necessary information needed for the expense account scroll down to see more boxes and details to be filled in.
  6. Once done, click Save.

 

 

 

Once done saving, check your Chart of Accounts if the new expense category is created successfully.

 

To help you manage your expenses in QuickBooks Online, check this write-up: Expenses and vendors. This will provide you links on how your expense transactions work in QuickBooks.

 

If you need additional help in creating your new expense category in QBO, never hesitate to reply to this post. Have a good one!

SOC_JamesAuthor
Jan 24, 2023 1:10 PM UTC

That is the old Quickbooks Online layout. This unfortunately does not apply to the current set up that was switched to the middle of last year. I can't upload a screenshot for some reason, but my options are as follows (Top to bottom): Get things done, Business overview, Banking, Get paid & pay, Customers & leads, Commerce, Payroll, Bookkeeping, Taxes, Apps, More (0). Under the format that you shared and gave instruction for, I know how to navigate to what I need.

SOC_JamesAuthorAnswer
Jan 24, 2023 7:30 PM UTC

UPDATE: I was not able to do what I had wanted, but I figured out how to navigate to where the expense categories are and added subcategories. Under "Bookkeeping" there is a section called "Chart of accounts". If you click new on the right side of the screen, it allows you to make a new expense type, but I could not create new separate categories. Every other guide I have found was before QuickBooks Online updated to its current format, and in the previous version this functioned properly. I don't know what has changed, but this will suffice as a work around for now.

AlcaeusF
AlcaeusF
Feb 7, 2023 11:28 PM UTC

Hello @SOC_James,

 

I have reviewed the solution you’ve shared and it's correct and accurate. Thank you for sharing your inputs to help address the issue.

 

We love to see members supporting one another! Have a great day. 

ptatreasurer2
Sep 5, 2023 6:19 PM UTC

Is there a solution to this problem with the new formatting.  I want to create my own expense catergories and not the existing ones that are there.

JamaicaA
Sep 5, 2023 8:41 PM UTC

A warm welcome from the QuickBooks family, @ptatreasurer2.

 

One of the biggest challenges with change is that it can be overwhelming. Don't worry. I'm here to ensure you'll be an expert at creating your expense categories with the new formatting.

 

You'll want to switch to Business View for a simpler interface for creating a new expense category. Please know that the COA under the Accounting menu is for the old experience. For the new format, it's in the Transactions.

 

Here's how:

 

  1. On the left pane, hover your mouse over Transactions and select Chart of Accounts.
  2. Press the New button on the upper right corner of the COA screen.
  3. Enter the necessary information and ensure to identify the Account type and Detail type as Expenses.
  4. Tap Save and Close.

 

I'm adding some screenshots for reference:

 

 

 

To learn more about the specific default accounts created by the system depending on your business entity, refer to this article: Manage default and special accounts in your QuickBooks Online chart of accounts.

 

In case you need to change the default category for uploaded transactions, you can manually edit it on the Banking page moving forward. This way, you can choose which expense category it belongs to. See this guide for the complete steps: Categorize online bank transactions in QuickBooks Online.

 

This should lead you the way to utilize your expense categories accordingly. Feel free to leave a comment below if there's anything else you need help with. The Community and I will always be around to provide additional assistance.

ptatreasurer2
Sep 11, 2023 7:09 PM UTC

Why do i need to use preloaded information for the detail type? Why can't i use my own categories?

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