Reimbursement & Accounting

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.