Track Expense and Reimbursement Process Using QuickBooks

To track expenses and reimbursement, Amy as a finance staff starts by logging into company's QuickBooks account.

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To record expenses, these are the actions should be done by Amy:

• Navigate to the "Expenses" tab on the dashboard.

• Click on "New Transaction" and then select "Expense."

• Fill out the form with relevant details such as the supplier name, date, - payment method, category of the expense, and the amount.

• Attach all the bills, receipts, and any payment proofs.

• Click "Save" to record the expense.

If Amy isn't already set up in QuickBooks, Emma as finance supervisor needs to add Amy as supplier to allow expense recording. These are the action Emma should do:

• Navigate to the "Expenses" tab and click on "Suppliers."

• Click on "Add manually" and enter the employee's details (Amy).

• Save the changes.

Emma should also assign expenses to Amy for the next reimbursement process. These are the action Emma should do:

• Go back to the recorded expenses list.
• Find the expense that needs to be assigned to Emma and click "Edit."
• Change the "Payee" field to Amy.
• Save your changes.

Once the required documents are submitted to database by staff (Amy), Emma will do these action for reimbursement process:

• Navigate back to the "Expenses" tab.
• Click on "New Transaction" and select "Bill."
• Fill out the form with Amy's details as employee.
• In the "Category" section, select the same expense account where the initial expense was recorded.
• Save the changes.
• Inform the finance manager (Cindy) to review and follow-up the reimbursement bill.

After being notified by Emma about the reimbursement, Cindy as the finance manager will start to review and process the reimbursement. These are the actions to be done:

• Go to the "Bills" section under "Expenses."
• Find the bill for reimbursement and review the amount and detailed expenses.
• If passed, click on "Make payment."
• This will mark the bill as paid, and the amount will be deducted from your chosen bank account.
• Notify Emma and Amy about the reimbursement.

Amy can do the double check of reimbursement reimbursement activities under the "Transactions" tab to give a clear overview of all expenses, including those that have been reimbursed.