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04/19/2013 at 09:23AM PDT
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02/02/11 8:10am PST
Viewed by asker 02/02/11 9:04am PST

How do I enter expenses that were paid out of my personal checking account?

US QuickBooks Premier : 2009: Contractor

I am a general contractor.  I have several charges/expenses associated with different jobs (gas, hotels, air fare, etc.) that I want to associate with a job but not to bill for it.  Just so I can see the true profitability of the jobs I'm doing.  I have entered many of them in my bank account register that were paid from my business account.  What about expenses that I paid cash for or that I paid for out of my personal account for instance?  How can I list a gas/hotel/other expense that didn't come out of my business checking account and that I'm not listing on an invoice/bill?  (and there's no vendor to list for gas/hotels, etc...)  Any help would be greatly appreciated!!!  Thank you!

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02/03/11 5:14am PST

You are the vendor; do you want to get reimbursed for these expenses?  If yes, enter bill under your name as Vendor and cut a check to reimburse yourself.  When you enter the bill, code it to the specific job it is related to.  If you don't want to get reimbursed, code to Owner's Equity.  But, I'm not sure how your company is set up (sole proprietor?  LLC?), so might be a question for your accountant.  Hope this helps!

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02/05/11 8:14am PST

I use a "cash" bank account to record out of pocket transactions. I enter the expense like any other, except I then add a line with a negative number equal to the expense, coded to the "owner's contributions" equity account. This results in a net zero check, properly records the expense, shows that it was paid for by non-company funds. Keeping the cash account balance at zero shows at a glance that I have properly recorded the offset for each transaction.

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Your name is not a Vendor name. You do not enter a bill for your own expenses.

If this is a sole proprietorship, then your name is on the Other Names list.

You can write yourself a reimbursement check for most things.

You can enter this into Owner Contribution (an Equity account) if you don't intend to repay yourself.

You need to learn the rules for your entity type for business expense tracking. Your fuel for your personal car likely is not a business expense. You might be able to be reimbursed for mileage, or maybe not. It depends on the tax rules.

Anything you enter into QB can be Job Tracked, and remove the checkmark so it is not billable.

Anything you do for a job really should be entered using Items, for good Job reporting.

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