Employee Expense Management feature enables employees to submit expenses directly to QuickBooks from a mobile app for the admin or bookkeeper to review and reconcile into the books. This means it now is faster and easier than ever to upload receipts and submit expense reports.
Accessing Employee Expense Management
You can access this new feature from either Bank > Receipts or Transactions.
Set up employee expense tracking
Employees submit expenses with categories directly to QuickBooks for your review. On the Receipt tab, select Expense management settings.
This is where you will manage your employees and categories for expense tracking.
First, choose which of your employees can submit expenses by selecting Manage employees. Second, QuickBooks will give you the option of selecting names from the employee and vendor lists (as shown below). You also can add a name if you don’t see the employee or vendor you are looking for.
QuickBooks sends each of your selected employees and vendors an emailed invite advising them they will be able to submit expense claims, track their time and how to complete the process.
Returning to Expense management settings, choose the option to Manage categories. Here, you will configure the various expense categories your employees may select when they report their expenses.
Users will only see the "Nickname" of the expense categories you set up for them.
Using the Mobile App for expense tracking
The Mobile App enables users to either manually enter all their expense details...
or to snap a photo and use QuickBooks receipt capture to extract the expense data from the receipt.
When they submit the expense, they assign one of the "Nickname" categories and provide any other details about the purchase in an available notation field.
Employees can upload expense receipts, so it is easy to find the information you need. An Email notification will let you know it is time to review expenses.
Keep complete records and reduce errors
Review each employee expense, make adjustments and add them to your books—all within QuickBooks.
This is a great feature for users of QuickBooks Online Advanced.
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