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How to Appropriately Reimburse Expenses in QuickBooks

· 5 min read
Debits

Introduction​

Expense reimbursements are a common part of managing business finances, especially when employees or owners incur costs on behalf of the company. To ensure accuracy and proper bookkeeping, it’s essential to correctly record these reimbursements in QuickBooks. This guide will walk you through the steps to appropriately reimburse expenses in QuickBooks, making sure that your records are accurate, complete, and up-to-date.

Step 1: Set Up an Expense Reimbursement Account​

1.1: Create an Expense Reimbursement Account​

Before reimbursing any expenses, you need to create an account in QuickBooks to track these transactions.

  1. Log in to QuickBooks: Start by logging into your QuickBooks account.
  2. Go to Chart of Accounts: Navigate to Accounting > Chart of Accounts.
  3. Create a New Account: Click New to add a new account.
  4. Choose Account Type: Select Expenses as the account type.
  5. Detail Type: From the detail type options, choose Reimbursements or a similar category.
  6. Name the Account: Give it a clear name, such as "Expense Reimbursements."
  7. Save: Click Save and Close to finalize the new account setup.

Step 2: Record the Expense to be Reimbursed​

2.1: Record the Employee’s Expense​

  1. Go to + New: Click on the + New button and select Expense under the "Vendors" section.
  2. Enter the Employee or Owner's Name: In the Payee field, enter the name of the person being reimbursed.
  3. Select Payment Method: Choose the method used for the purchase (e.g., credit card, cash).
  4. Assign the Category: Choose the appropriate expense category, such as "Travel," "Supplies," or "Meals and Entertainment."
  5. Enter the Amount: Input the total amount spent by the employee.
  6. Attach Receipt (Optional): You can attach a copy of the receipt for documentation purposes.
  7. Memo: Add a memo describing the expense, such as "Reimbursement for travel expenses."
  8. Save the Expense: Once all details are entered, click Save and Close.

Step 3: Record the Reimbursement Payment​

3.1: Create a Check or Expense for Reimbursement​

  1. Go to + New: Select + New, then click Check or Expense based on how the reimbursement will be made.
  2. Enter the Payee: In the Payee field, select the employee or owner who is being reimbursed.
  3. Choose the Payment Account: Select the business bank account or credit card from which the reimbursement will be made.
  4. Assign the Expense Account: Under the Category field, select the Expense Reimbursements account you created earlier.
  5. Enter the Amount: Input the total reimbursement amount.
  6. Memo: Optionally, add a memo such as "Reimbursement for expenses incurred on [date]."
  7. Save and Close: After confirming the details, click Save and Close to record the payment.

3.2: Apply Reimbursement to the Right Expense Account​

  1. Check Payment Records: Verify that the reimbursement is correctly reflected in both the employee's account and your business's expense records.
  2. Mark the Payment as Cleared: Once the payment has cleared, ensure that it is marked accordingly in the account register to avoid reconciliation issues later.

Step 4: Review and Reconcile​

4.1: Review the Reimbursement Entry​

  1. Go to Chart of Accounts: Navigate to the Chart of Accounts and locate the Expense Reimbursements account.
  2. Check the Transactions: Verify that the transaction for the reimbursement has been recorded correctly, reflecting both the expense and the payment.

4.2: Reconcile Your Accounts​

  1. Go to Reconcile: Navigate to Accounting > Reconcile.
  2. Select the Bank Account: Choose the bank account from which the reimbursement was paid.
  3. Match Transactions: Ensure that the reimbursement is correctly matched with your bank statement, and that all relevant transactions are marked as cleared.
  4. Complete Reconciliation: Once everything matches, complete the reconciliation process to close out the reimbursement.

Best Practices for Managing Expense Reimbursements in QuickBooks​

1. Maintain Clear Documentation​

Always attach receipts or any other documentation related to reimbursable expenses. This provides an audit trail and ensures compliance with internal policies and tax regulations. QuickBooks allows you to upload receipts directly to the expense record, making it easy to track and retrieve them later.

2. Regularly Reconcile Accounts​

Make sure to regularly reconcile your expense reimbursement account to ensure that all reimbursements are properly recorded and that there are no discrepancies. Reconciliations should be performed monthly to maintain accuracy in your financial records.

3. Set Clear Expense Policies​

Establish clear policies regarding which expenses are reimbursable and what documentation is required. Communicating these guidelines to employees will help reduce the risk of errors or unapproved expenses being submitted.

4. Separate Business and Personal Expenses​

If business owners are reimbursing themselves, it's crucial to maintain a clear distinction between business and personal finances. Keep records of all expenses paid out of pocket, and use the reimbursement process to ensure these expenses are properly reflected in your company’s financial statements.

Conclusion​

Recording and reimbursing expenses in QuickBooks is a straightforward process that ensures your financial records remain accurate and compliant. By setting up an appropriate reimbursement account, correctly recording expenses, and using QuickBooks' reconciliation tools, you can efficiently manage reimbursements. Proper documentation and regular reviews will help you avoid errors, ensuring that reimbursements are processed smoothly and accurately reflected in your business’s financial records.