To enter expenses, such as cash or check/cheque purchases:

  1. Select the Plus icon (+) at the top, then Expense.

    If you have many expenses to enter, you may find it faster to enter them from the register (or account history) instead.

  2. Fill in the Expense information:
    Payee Enter a vendor/supplier (person or business), or leave empty. If your transaction covers multiple petty cash expenses, leave it empty.
    Bank/Credit account The account where your expense will be credited.
    Expense/Payment date QuickBooks Online automatically inserts today's date. Change it to when you made the purchase.
    Payment method How you're paying for the expense.
    Ref no. (Optional) You can enter an identifying number from the purchase receipt.
    Location/Department If you don't see it, Location/Department tracking is turned off in Account and Settings.
    Accounts The account to expense.
    Description (Optional) You can enter notes about the expense.
    Amount The amount of the purchase. You can enter a calculation.
    Class If you don't see it, Class tracking is turned off in Account and Settings.
    Billable Optional. Select this box if you want to bill this purchase to the customer chosen at the left. If you don't see a Billable column, billable expense tracking is turned off in Account and Settings.
    Markup (Optional) If you don't see a Markup column, markup is turned off in Account and Settings.

    If you are receiving a credit for an expense that was previously billed to a customer, choose that same customer on the credit and click the Billable checkbox.

    For example, if you buy a door to install in a customer's house, you would bill the expense to the customer. But if the customer later returns the door to you and you return it to the vendor for a credit, you need to mark the credit billable to that same customer. Otherwise, the customer will be billed for the door on the next invoice, and the credit will not appear.

    To see a report of income vs. expenses for each customer, you can run an Income by Customer Summary report.

    Memo (Optional) The memo appears in the register (or account history) and on reports that include this purchase.
    Sales Tax (or Tax, GST, VAT, depending on what you see) If applicable.
  3. If you see an Item Details table, fill in the additional fields.

    The Memo field is optional. It appears in the register (or account history) and on reports that include this check/cheque. If you're working in the US or Canada, it also appears on printed checks/cheques.

  4. (Australia, Canada, France, UK, India, International only) If you use expense vouchers, select Print to have a paper copy of the voucher.
  5. Select Save and close or Save and new to enter another expense.

Note: Classes and Locations/Departments are only available in QuickBooks Online Plus.