Workforce Wednesday: QBO Expense Claims - Part 2

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Last week we look at the steps to Manage Expense Claim Functionality including managing settings for expense claims and adding expense categories.  Now we want to look at inviting individuals to submit claims, creating expense claims, and reviewing and approving expense claims.

Inviting Individuals to Submit Expense Claims

1) In the Expense claims center, select Manage settings

  • To receive an email notification every time an employee or a vendor submits an expense, check the Notify me when an employee submits an expense checkbox.

2) To invite employees or vendors to submit their expenses, select Manage users

  • This contains a list of existing Expense Claim users.
  • To add a new one, select Add user
  • Enter the new user’s name and email address
  • The new user is automatically assigned to the Track time and submit expense claims role. You can see a detailed breakdown of the user permissions for this role by expanding the Expenses section.
  • Link the new user to an employee or vendor by selecting Sync team member.
  • Select an existing employee or vendor from the drop-down or add a new one, then select Sync.

3) Select Send invitation.

  • QuickBooks Online Advanced sends an email inviting them to create an account and password to access the area of the client file where they can submit expenses. The invitation will expire after 30 days.
  • Once the worker/vendor has accepted the invitation, they’ll show as active in the Users list.

Creating Expense Claims

If you have not already, you must accept the email invitation from your Company (file) to access your Company’s QuickBooks Online account. Only then can you submit expenses on your iOS or Android mobile device.

1) Open a browser on your Mobile Device.

2) Sign-in to QuickBooks using your login and password.

3) Select Go to expenses, then select Add expense.

4) Select Snap and upload receipt to take a photo of a receipt. (Alternatively you can choose an image from your photos.)

  • Make sure the photo appears clear, then select Next; or Save draft to save the expense for later.
  • Verify all information pulled from the scanned receipt, make adjustments as necessary. 

               - Amount

               - Transaction date

               - Vendor name

  • Select I need to be reimbursed (if appropriate).
  • Add the Expense Category (from the options available).
  • Select the Customer/project, Class and Location, as appropriate.
  • Describe the Business purpose (reason for the expense).
  • Select Billable (as appropriate).
  • Select Submit for review; or Save draft to save the expense for later.

5) If you don’t have a receipt, select Enter expense info manually.

  • Enter the Amount.
  • Select I need to be reimbursed (if appropriate).
  • Enter the Transaction date.
  • Add the Vendor, Category, and Business purpose.
  • Enter the Customer/project, Class and Location, as appropriate.
  • Select Billable (as appropriate).
  • Select Submit for review. Or, select Save draft to save the expense for later.

Review and approve expense claims

Submitted expense claims will show up under Expense Claims in the Expense hub opened from the Left-hand Navigation window.

1) In QuickBooks Online, go to Expenses or Sales & Expenses, then Expense claims. 

2) Select a receipt and then choose Review.

3) Review the details, add or adjust any information, as necessary. 

4) Select Save and next,

  • QuickBooks will review the details and look for a match to the existing transactions in the Expense Center.  If it doesn't find one it gives the Reviewer the option to create an expense (or Bill, if selected).

5) Once the expense has been reviewed, select Create expense.

  • If the employee or vendor paid for the expense using cash or other personal payment method, the next time you process Bills, the bill should be ready for reimbursement to the employee or vendor.
  • If the expense claim was not reimbursable, but was paid from a business source, then you will need to match the expense with the correct transaction when you download that expense source (credit card, debit card, etc.) via Bank Feeds.

Footnotes and Disclosures

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