Learn how to create, edit, and delete expenses such as cash or check/cheque purchases.

Enter an expense

Tip: If you have many expenses to create, you may find it easier to enter them in the register (or account history) instead.

  1. Select the Plus icon (+) at the top
  2. Under Vendors, choose Expense.
  3. Fill in the Expense information:
    • Payee: Enter a vendor/supplier (person or business). 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 uses the date when you enter the transaction. 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: Available only in QuickBooks Online Plus. If you are using Plus and you don't see this option, go to Account and Settings (or Company Settings) and turn it on.
    • Accounts: The accounts to use for the transaction.
    • Description: (Optional) You can enter notes about the expense.
    • Amount: The amount of the purchase. You can enter a calculation.
    • Class: Available only in QuickBooks Online Plus. If you are using Plus and you don't see this option, go to Account and Settings (or Company Settings) and turn it on.
    • 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, go to Account and Settings (or Company Settings) and turn it on.
    • Customer:  If you are receiving a credit for an expense that was previously billed to a customer, choose that same customer on the credit and select 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. If you're working in the US or Canada, it also appears on printed checks/cheques.
    • Sales Tax (or Tax, GST, VAT, depending on what you see): If applicable.
  4. If you see an Item Details table, fill in the additional fields.
  5. (Australia, Canada, France, UK, India, International only) If you use expense vouchers, select Print to have a paper copy of the voucher.
  6. Select Save and close or Save and new to enter another expense.

Edit an expense

  1. From the left menu, select Expenses then Expenses.
  2. In the Expense Transactions window, select the expense you want to edit.
  3. Update the transaction.
  4. Select Save and close.

Note: Changing/editing an expense billed to a customer may also change the customer's invoice.

Delete an expense

  1. From the left menu, select Expenses then Expenses.
  2. In the Expense Transactions window, select the expense you want to delete.
  3. In the Expense details screen, select More at the bottom, then Delete.
  4. Select Yes when you get the box confirming if you want to delete the transaction.

Note: After deleting an expense, the only record of it is in the Audit log. (From the left menu, select Reports. Search for "Audit log" in the search bar).