Expenses

Reimbursement Process

Accounting Entries

When an expense is approved:

1. Go to Expenses > All Expenses.
2. Open the approved expense sheet.
3. Click Post Journal Entries.
4. Quickenerp creates:

• Debit: Expense Account (e.g. 6220 Travel Expenses).
• Credit: Employee Payable (or Bank if paid directly).

Reimbursement Payment

Go to Accounting → Vendor Bills. The employee payable appears as an open item.

1. Click Register Payment.
2. Select payment method (Bank Transfer, Check).
3. Confirm. The payable is cleared.

Corporate Card Expenses

If "Paid By = Company", no reimbursement is needed. The journal entry debits the expense account and credits the corporate card account instead of the employee payable account.

Billing Expenses to a Customer

If an expense is linked to a Project/Task or Sales Order marked as re-invoiceable, the approved expense (at cost, or with a markup if configured) appears as a line ready to add to the customer's next invoice — useful for consultancies that pass travel costs through to the client.

VAT/Tax Recovery on Expenses

Set the correct tax on each expense line so input tax on business expenses (e.g. reclaimable VAT/GST) is captured for your tax return, exactly like a vendor bill — a common thing to miss when employees enter expenses with no tax at all.

Expense Reporting

Expense Analysis

Go to Expenses > Reporting > Expense Analysis. Pivot with:

• Dimensions: Employee, Department, Category, Project, Date.
• Measures: Total Amount, Untaxed Amount, Number of Expenses, Taxes.
• Filters: Date Range, Status (Approved, Submitted, Paid), Payment Method.

Key Insights

• Department spending by category (which dept spends most on travel?).
• Expense trends over time.
• Top categories by total spend.
• Reimbursement turnaround time (submission to payment).

Policy Compliance Checks

Use the analysis view to spot patterns that suggest policy issues: expenses consistently just under an approval threshold, missing receipts on high-value items, or one employee's spend trending well above their department's average — these are the things a periodic review should catch, not just individual expense approval.

Best Practices

• Require receipts for all expenses over a set threshold (e.g. $25).
• Use expense categories that match your accounting chart of accounts.
• Set up a corporate credit card journal for automatic reconciliation.
• Review expense policy quarterly.
• Reconcile the Expense Analysis total against what Accounting actually posted for the period — differences usually mean some approved sheets were never posted to journal entries.

Expense Workflow

Submitting an Expense

1. Go to Expenses > My Expenses → Create.
2. Description – What was purchased.
3. Category – Select from configured expense categories (Travel, Meals, Supplies).
4. Total Amount – Enter with tax included or excluded (configurable).
5. Date – When the expense occurred.
6. Receipt – Upload image or PDF.
7. Paid By – Employee (to be reimbursed) or Company (corporate card).
8. Project/Task – If billable to a project.
9. Analytic Account – For cost allocation.
10. Click Save. Then click Submit to Manager.

Creating an Expense Sheet

Instead of submitting expenses individually, group them:

1. Go to My Expenses.
2. Select multiple expenses.
3. Click Action > Create Report.
4. The expense sheet is created with all selected expenses.
5. Submit the report for approval.

Approving Expenses

Managers see Expenses to Approve:

1. Review each expense and receipt.
2. Approve (individually or batch).
3. Refuse with a reason if needed.
4. Once approved, the expense flows to accounting.

Expense Policies

Go to Expenses > Configuration > Settings. Configure:

• Double Approval – Two-step (Manager + Accountant).
• Payment Method – Register Payment on Approval, Register in Batch.
• Receipt Required – Mandatory receipt upload.
• Tax Inclusion – How taxes are handled on expenses.