How to Enter Bills to Reimburse Employees in QuickBooks


QuickBooks is business accounting software developed and marketed by Intuit. With QuickBooks, you can reimburse your employees for paying vendor bills from their own pockets. QuickBooks allows you to record these funds so your employees are paid the right amount. Note that you will need to create a "wash" expense account before you can reimburse the employee and enter the bills into the system. Certain steps in this task require administrative rights on your QuickBooks account.

Create a "Wash" Expense Account

  • Log in to your QuickBooks account.

  • Click "Lists" and select "Chart of Accounts."

  • Click the "Account button." Click "New."

  • Select your "Expense" account type from the drop-down menu. Click "Continue" to proceed.

  • Type a name for the wash account under "Account Name." Click "Save & Close."

Reimburse the Employee

  • Click the "Banking" drop-down menu. Choose the option that says "Write Checks."

  • Type the name of the employee who needs to be reimbursed in the "Pay to the order of" field.

  • Click "OK" when prompted to create a paycheck for this employee.

  • Click the "Account" field under the "Expenses" tab. Choose the wash account that you created in the previous section from the drop-down menu.

  • Enter the amount you want to reimburse to the specific employee. Enter details (reason of reimbursement) in the "Memo" field. Click "Save & Close."

Enter the Bills in QuickBooks

  • Click the "Vendor Center." Select "New Transaction."

  • Choose "Enter Bill for received items." Choose the appropriate "Vendor" from the drop-down menu.

  • Single-click to highlight "Purchase Order." Click "OK." Click the "Expenses" tab.

  • Click the "Account" field. Choose the wash account you created earlier from the drop-down menu. Type the amount of the bill as a negative amount. For example, "-1000"

  • Type a description of the reimbursement in the "Memo" field. Click the "Recalculate" button to bring the amount of the bill to zero. Click "Save & Close."

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