Question

Does Quickbooks Online have a tool for employees to submit expenses?

Forum|Forum|2 years ago
April 22, 2024
2 replies
38 views

No text available

QuickBooks Online

Level 5

If it is related to their travel and various expenses, you can use a free travel and expense management app to integrate with QBO. Your employees don't need to access QBO.

C

CamelleT

Moderator

I'll elaborate on how your employees can submit their expenses to QuickBooks Online (QBO), a501972.

In QBO, you can set up an account for your employees to submit their expenses. However, this is only available if you have a QBO Advanced subscription. Please refer to the steps below:

First, you'll need to give employees access to submit expense claims.

Go to Expenses and choose Expense claims.
Select Expense management settings and hit Add new employee.
Choose an employee from the list and tap Next.

Then, manage their expense categories by setting up category nicknames for your employees to assign the appropriate category to an expense.

Select Add category.
Please enter a nickname and choose the category it belongs to.
Hit Save.

For more information and detailed steps on how to submit expenses as an employee, check out this article: Set up employee expense management.

To utilize this feature when you don't have a QBO Advanced plan, you can upgrade your QBO edition or use a third-party app to integrate with QBO.

Furthermore, I'll share this resource to help you pay your employees back for out-of-pocket expenses: Reimburse your employees.

I'm here to back you up if you have additional questions about setting up employee expense management in QBO. Just add a post below. Take care!

K

Kristen_DBS

I have QBO Advanced and when I go to Expenses there is no "Expense Claims" option.

R

RheaMaeH

QuickBooks Team

Thank you for joining the conversation to bring this matter to our attention, Kristen_DBS. I understand you're having trouble finding the Expense Claims option in your QuickBooks Online (QBO) Advanced account and am ready to help you through it. Let's work together to clarify this issue and provide appropriate guidance.

To begin with, let's ensure your user role has the necessary permissions to access the Expense Claims feature. You can verify this by following these steps:

Go to the Gear icon in the upper right corner.
Select Manage Users.
Locate your user account in the list and click Edit.
In the user profile, tap View all permissions.
Navigate to the Expenses section and verify the appropriate permissions for expense claims are enabled.

If you don't have access to these settings or the necessary permissions, please coordinate with the primary admin or company admin. They can grant you the required permissions or assist you in accessing the Expense Claims feature.

If you have permission but still can't see the Expense Claims option, let's try accessing your QBO account through a private browser window to determine if it's a browser-related issue. Use the following shortcut keys to open an incognito or private browsing window:

Safari: Shift + ⌘ + N
Google Chrome: Press Ctrl + Shift + N
Microsoft Edge: Ctrl + Shift + N

If the system works fine in a private browser, go back to your original browser and clear its cache to allow for a fresh start. If the problem persists, I suggest switching to a different browser.

For comprehensive information on setting up employee accounts for submitting expense claims, refer to this article: Set up employee expense management in QuickBooks Online Advanced.

Additionally, to assist you in reimbursing employees for out-of-pocket expenses, I recommend reviewing this article: Reimburse your employees. This resource provides step-by-step instructions for managing employee reimbursements efficiently.

I hope this information helps you resolve the issue with accessing the Expense Claims feature. If you need further assistance or have additional questions, please don't hesitate to ask. We're committed to ensuring you make the most of your QuickBooks Online Advanced subscription and all its features.

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