Transaction Pro Blog

Importing Employee Expenses

If your company has employees, sooner or later one of two things will occur: the employee will have expenses that need to be reimbursed or you’ll give the employee a company credit card and will need to track the expenses charged. Either way, you need to figure out how to get this information into your accounting system to track. Transaction Pro can streamline the process and make it more efficient.

First, decide how employees should submit this information to you. Numerous expense applications exist to help you with this step including Concur, Expensify, Certify, and CenterCard. You can also create your own Excel spreadsheet or Access database form for employees to submit data. Whichever program or application you use, the next step is to get this data into QuickBooks to process.

Importing Employee Expenses with Transaction Pro
If employee expense data is in a CSV or Excel file format, Transaction Pro can import the data into QuickBooks. If you need to reimburse the employee, import the data as a Bill import type to record both the expense and the payable due, then print a reimbursement check for the employee. If you already reimbursed the employee, import as a Check import type to record both the expense and the payment.

When importing an Employee Expense Reimbursement, regardless if it’s a Bill import or Check import type, it’s best to set up your employee as a vendor in QuickBooks. QuickBooks does not allow duplicate names in lists so you can differentiate the name by adding a (v) after the name, such as John Doe (v). Make sure the employee’s name in the import file matches the name in the vendor record in QuickBooks.

To import Employee Expenses on a company credit card, import as a Credit Card Charge import type with the expenses posting to the specific vendor associated with the charge or generically to the credit card vendor. (See our Knowledge Base for articles about importing a Credit Card Charge for either Online or Desktop or search for the specific expense program that you are using for a more detailed article.)

To post the expenses to a specific vendor, review and update the file prior to importing to ensure the vendor names in the file match those in QuickBooks. Often, vendor names on credit card charges may include a store number. However, you do not want a separate vendor for each Walmart store. Therefore, you will need to update the import file to remove the store number. If you are using Transaction Pro Importer for QuickBooks Desktop, you also have the Alias Option, which will assist you with this process. (Transaction Pro Importer for QuickBooks Online does not currently have this option.)

Consider whether you want every gas station, hotel/motel, airline, restaurant, etc, to be a separate vendor in QuickBooks. Many people just post these to a generic vendor name such as Fuel or Lodging. The specific vendor can be listed in the notes if needed for future research or audits.

You can find additional articles on importing Employee Expense Reimbursement in our Knowledge Base. We have general articles for Online and Desktop. If you’re using a specific program, search the Knowledge Base for that program. If you don’t see it, email support@transactionpro.com and let us know.