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.
![Expense Mgmt_01.png Expense Mgmt_01.png](https://insightfulaccountant.com/downloads/14274/download/Expense%20Mgmt_01.png?cb=fc9907546ed3a635c233abb5b3b6882a&w={width}&h={height})
Set up employee expense tracking
Employees submit expenses with categories directly to QuickBooks for your review. On the Receipt tab, select Expense management settings.
![Expense Mgmt_02.png Expense Mgmt_02.png](https://insightfulaccountant.com/downloads/14275/download/Expense%20Mgmt_02.png?cb=50da29dc7d9f41e643a93a9d6627edc1&w={width}&h={height})
This is where you will manage your employees and categories for expense tracking.
![Expense Mgmt_03.png Expense Mgmt_03.png](https://insightfulaccountant.com/downloads/14276/download/Expense%20Mgmt_03.png?cb=6d254bc5b9003f4485ae36614882d454&w={width}&h={height})
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.
![Expense Mgmt_04.png Expense Mgmt_04.png](https://insightfulaccountant.com/downloads/14277/download/Expense%20Mgmt_04.png?cb=960f43d57bf323bed4d04481b114b7dd&w={width}&h={height})
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.
![Expense Mgmt_05.png Expense Mgmt_05.png](https://insightfulaccountant.com/downloads/14278/download/Expense%20Mgmt_05.png?cb=c96e165757d4f9d8464b3c512f309e5c&w={width}&h={height})
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.
![Expense Mgmt_06.png Expense Mgmt_06.png](https://insightfulaccountant.com/downloads/14279/download/Expense%20Mgmt_06.png?cb=3c333d3b10067671b4cc1f22af78e4ac&w={width}&h={height})
Users will only see the "Nickname" of the expense categories you set up for them.
![Expense Mgmt_07.png Expense Mgmt_07.png](https://insightfulaccountant.com/downloads/14280/download/Expense%20Mgmt_07.png?cb=bdf47f5d58f0940d735409c403d041b7&w={width}&h={height})
Using the Mobile App for expense tracking
The Mobile App enables users to either manually enter all their expense details...
![Expense Mgmt_09.png Expense Mgmt_09.png](https://insightfulaccountant.com/downloads/14281/download/Expense%20Mgmt_09.png?cb=8db07a6842fe4c76ea8d9077d94a1680&w={width}&h={height})
or to snap a photo and use QuickBooks receipt capture to extract the expense data from the receipt.
![Expense Mgmt_10.png Expense Mgmt_10.png](https://insightfulaccountant.com/downloads/14282/download/Expense%20Mgmt_10.png?cb=53708636fb5879b2f32f462614875832&w={width}&h={height})
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.
![Expense Mgmt_11.png Expense Mgmt_11.png](https://insightfulaccountant.com/downloads/14283/download/Expense%20Mgmt_11.png?cb=a06e9bb52e633613b95cabd0ab35bc6a&w={width}&h={height})
Keep complete records and reduce errors
Review each employee expense, make adjustments and add them to your books—all within QuickBooks.
![Expense Mgmt_12.png Expense Mgmt_12.png](https://insightfulaccountant.com/downloads/14284/download/Expense%20Mgmt_12.png?cb=cad442702e865d2e9b3325718337df23&w={width}&h={height})
This is a great feature for users of QuickBooks Online Advanced.
Acknowledgments and Disclosures:
Graphics and content used within this feature were derived and/or adapted by the author in part from Intuit QuickBooks source materials, including QuickBooks Online Advanced related content. Adapted source materials published within this feature by Insightful Accountant are for educational and product promotional purposes only.
QuickBooks, and QuickBooks Online Advanced, as used herein, refer to one or more registered trademarks of Intuit, Inc., a publicly-traded corporation headquartered in Mountain View, California.