Workforce Wednesday: QBO Expense Claims - Part 1

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QBO Expense Claims

The Expense Claims tab in the Expense Center is the hub for all your activities related to expenses by your employees and vendors.

From the Expense claims tab you can perform a wide-range of functions include:

  • Managing the settings associated with expense claims functionality.
  • Adding expense categories for workers and vendors to select when submitting claims.
  • Inviting individuals to submit claims.
  • Reviewing, approving, and managing all of your expense claims.
  • Creating new expense claims.

Managing Expense Claim Functionality

Prior to inviting individuals to submit claims, you should set-up expense categories and configure the permissions for individuals submitting expenses.

From the Expense Claims hub, select Manage settings (as shown in the green-box below).

When the Manage settings panel slides into place, select Manage categories to add or edit the expense categories workers or vendors will select when submitting their expense claims.

Select + Add category on the Manage categories panel to add a new expense category.

The first step in adding a new category is to give the expense a 'nickname' that can be easily chosen by your employees or vendors when they post their expenses.

The user setting-up the expense Category will then to allocate the new nickname to an account category from the Chart-of-accounts.

A similar approach is taken when editing an expense category. Users can change the nickname and account mapping similar to the way they were added. Users can also make a category inactive, or delete it.

From Manage settings under the Expense claims tab of the Expenses Center you can access the Manage users option.

Manage users will allow you to add, remove, edit or alter how employees can submit expenses.

Via the Manage users option, user can define a type of user who will only be an Expense Submitter. Expense Submitters can only upload expense receipts.

The next phase of set up involves some settings related to the Expense forms. After selecting Manage Settings, choose Manage expense form (NEW) option. 

Depending on your specific need, use the toggles to enable or disable Customer/project, Class, and Location fields on the expense claim form.

Clients should have these options turned on in Account and Settings before they decide to use these settings on an expense form.

That should cover about 95% of the set up of all QuickBooks users wanting to record expenses.  In the next part of this mini-series we will look at the process of actually submitting expenses.

Footnotes and Disclosures

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