Third-Party Reimbursement

Hey there, @mltch.

Thanks for taking the time to reach out to the QuickBooks Community. How are you doing today? 

When recording the expenses to a third-party company for reimbursement, we often see users do the following in QuickBooks: 

1. Record the initial expense. 
2. Mark the expense as billable to the third party. 
3. Record the reimbursement payment. 

Please know it's always best to consult with your accounting professional before making any changes to your books. Your accountant can advise the best way to handle the reimbursement based on your business needs. If you don't have an accountant, don't sweat it. You can find one here in our Resource Center. 

I'm including a breakdown of each step below to help walk you through the process. 

1. Select + New. Then select Expense.
2. In the Payee field, choose the vendor.
3. In the Payment account field, select the account you used to pay for the expense.
4. In the Payment date field, enter the date for the expense.
5. In the Payment method field, select how you paid for the expense.
6. If you want detailed tracking, enter a Ref no or Permit no. This is optional.
7. In the Tags field, enter the preferred label to categorize your money.
8. In the Category details section, enter the expense info. In the Category dropdown, select the expense account you use to track expense transactions. Then enter a description. Tip: You can also enter specific products and services in the Item details section to itemize the expense.
9. Enter the Amount and Tax.
10. If you plan to bill a customer for the expense, click on the Billable checkbox and enter their name in the Customer field. Learn more about billable expenses.
11. When you're done, hit Save and close.

For more information about this process, check out Enter and manage expenses in QuickBooks Online. 

I'm here if you have any additional questions or concerns. Please let me know if there is anything else I can assist you with today. Have a good one!