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D
DerekS80
January 6, 2026
Question

Staff Expenses

  • January 6, 2026
  • 1 reply
  • 8 views

We use QB online and currently have over 40 staff members set up to be able to submit expenses using the expenses app. At the end of each month we total up each staff members expenses then reimburse them.

 

The issue we have, is we can't seem to find a way to total these expenses. For example, last month there were 178 expense claims and they appear on QB as they are submitted. This means that the admin needs to go through the 18 pages of submissions and manually find each submission for each staff member and total them by hand. This is not very efficient at all and has lead to many mistakes.

Is there a way that totals can be displayed on screen per staff member or better still, a report that can be produced to show these total per staff member?

1 reply

R
RhoiceWQuickBooks Team
QuickBooks Team
January 6, 2026

Hi there, Derek. Thanks for reaching out here in the Community. I understand how manually totaling expenses for over 40 staff members can be time-consuming and prone to errors. The great news is that QuickBooks Online provides tools to simplify this task by generating reports to display expense totals by staff member.

 

QuickBooks Online allows you to run and customize a report to group expenses by employee/vendor. Here's how:

 

  1. In your QuickBooks Online account, go to Reports.
  2. In the search bar section, enter Transaction List by Vendor.
  3. Click Customize, and update the following filters, such as Date Range and Vendor/Employee.
  4. Add any necessary columns, like Expense Total or other fields, for clarity.
  5. Once you review the report, you can export it to Excel or save it as a custom report for regular use.

 

Let us know if you have other concerns related to QuickBooks. We're here to help.

D
DerekS80Author
January 6, 2026

Thanks @RhoiceW , this gives us a way to find expenses that have been paid, but what we need is to produce a list or report for the expense claims that have been submitted through the QB Expenses app so that we can then pay them.

C
ChristineJoieRQuickBooks Team
QuickBooks Team
January 6, 2026

Hello there, DerekS80. Let me guide you on how to generate a report that you can efficiently manage total expense claims.

 

I recommend running the Transaction Detail by Account report to view all transactions related to your payroll or employee expense accounts, enabling you to view any outstanding amounts owed to your employees.

 

To run this report in the modern view:

 

  1. In QuickBooks Online, navigate to the Reports section.
  2. Open the report Transaction Detail by Account.
  3. Click on the Report period dropdown and choose the date range for the transactions you want to view.
  4. Under Group by, select the Employee from the dropdown menu.
  5. Click on Filter, then choose Distribution account from the first dropdown, and select Employee Reimbursement or the specific liability account for expense claims you set up from the third dropdown.

 

It can help you accurately track any outstanding amounts owed to your employees.

 

Please let me know if you have any other concerns.

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