{"id":2197,"date":"2015-09-15T09:00:30","date_gmt":"2015-09-15T16:00:30","guid":{"rendered":"http:\/\/evergreensmallbusiness.com\/?p=2197"},"modified":"2019-07-01T15:26:18","modified_gmt":"2019-07-01T22:26:18","slug":"how-to-record-expenses-in-quickbooks","status":"publish","type":"post","link":"https:\/\/evergreensmallbusiness.com\/how-to-record-expenses-in-quickbooks\/","title":{"rendered":"How to Record Expenses in QuickBooks"},"content":{"rendered":"<p><a href=\"http:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-2784 alignleft\" src=\"http:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses-300x187.jpg\" alt=\"industrial robotic arm building EXPENSES word on white background\" width=\"300\" height=\"187\" srcset=\"https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses-300x187.jpg 300w, https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses-1024x639.jpg 1024w, https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses-622x388.jpg 622w, https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses.jpg 1265w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/a>This short blog post explains how to record your business\u2019 expenses in QuickBooks.<\/p>\n<p>I\u2019ll explain when to use the Enter Bills command versus the Expenses tab on the Write Checks window, how those features are different, and why they exist. But first, we need to start with some background information on cash basis versus accrual basis accounting so this all makes sense.<\/p>\n<h2>Cash Basis vs. Accrual Basis Accounting<\/h2>\n<p>In order to understand why QuickBooks has several different ways of recording expenses, you\u2019ll need to understand a little bit about cash basis versus accrual basis accounting. The key differences are summarized in the table below:<\/p>\n<table>\n<tbody>\n<tr>\n<td width=\"160\"><strong>\u00a0<\/strong><\/td>\n<td width=\"160\"><strong>Cash Basis<\/strong><\/td>\n<td width=\"160\"><strong>Accrual Basis<\/strong><\/td>\n<\/tr>\n<tr>\n<td width=\"160\"><strong>Revenue is recorded<\/strong><\/td>\n<td width=\"160\">When payment is received<\/td>\n<td width=\"160\">When revenue is earned<\/td>\n<\/tr>\n<tr>\n<td width=\"160\"><strong>Expenses are recorded<\/strong><\/td>\n<td width=\"160\">When payment is made<\/td>\n<td width=\"160\">When expense is incurred<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Two types of accounts exist in accrual basis accounting, but not cash basis accounting:<\/p>\n<ul>\n<li>Accounts Receivable<\/li>\n<li>Accounts Payable<\/li>\n<\/ul>\n<p><strong>Receivables<\/strong> are revenues which a business has earned, but has not yet collected payment on. <strong>Payables<\/strong> are expenses which a business has incurred, but has not yet paid.<\/p>\n<h2>When to Use Enter Bills<\/h2>\n<p>Use the Vendor menu\u2019s Enter Bills command when the moment you incur an expense and the moment you pay the expense are distinct.<\/p>\n<p><strong>Example:<\/strong> Jim agrees to manufacture and sell Biff a crate of widgets for $1,000. Jim completes the work and ships the widgets on June 1<sup>st<\/sup>, and thus earns the revenue on June 1<sup>st<\/sup>. Biff doesn\u2019t pay Jim for the widgets until July 15<sup>th<\/sup>. This is an ideal situation for Biff to use QuickBooks\u2019 Enter Bills feature, since he\u2019ll pay the bill at a later date than when he incurs the expense.<\/p>\n<h2>When to Use the Expense Tab of the Write Checks Window<\/h2>\n<p>In general, you use the Expenses tab (available on the window that QuickBooks displays when you choose the Banking menu\u2019s Write Checks command) when the moment you incur the expense and the moment you pay the expense are the same\u2014or in the same accounting period.<\/p>\n<p><strong>Example:<\/strong> Mary owns a small retail shop. On June 1<sup>st<\/sup> she sells a trinket to Kim, which Kim pays for in the store with a debit card. Kim\u2019s trinket purchase is a business expense. This is an ideal situation for Kim to use QuickBooks\u2019 Expenses tab, since payment occurs at the same moment as the sale.<\/p>\n<h2>Enter Bills and Pay Bills Commands vs. Expense Tab<\/h2>\n<p>The main benefit of using Enter Bills and Pay Bills commands is that this approach enables QuickBooks to track Accounts Payable.<\/p>\n<p>In the \u201cJim sells widgets to Biff\u201d scenario, for example, if Biff correctly records the bill for the widgets and subsequent payment made into QuickBooks, then for the period between June 1<sup>st<\/sup> and July 15<sup>th<\/sup>, Biff has an Accounts Payable balance of $1,000 to Jim if he prepares his June financial statements using accrual basis accounting.<\/p>\n<p>Additionally, QuickBooks also uses the information it collects through the Enter Bills and Pay Bills commands to record expense amounts\u00a0under the correct date for both the accrual and cash basis financial statements the program produces.<\/p>\n<p>In the \u201cJim sells widgets to Biff\u201d example, if Biff correctly records the invoice for the widgets and subsequent payment received into QuickBooks, then QuickBooks will produce accrual-basis financial statements reporting the $1,000 of expense for June (with the actual expense occurring on June 1<sup>st<\/sup>), and will produce cash-basis financial statements reporting the $1,000 of expense for July (with the actual expense occurring on July 15<sup>th<\/sup>).<\/p>\n<p>The main benefit of using the Expenses tab feature in the second \u201cKim sells trinkets\u201d scenario is its simplicity. Theoretically, Kim could enter a bill for the trinket on June 1<sup>st<\/sup>, and then record a payment for it on June 1<sup>st<\/sup>, and the financial statements would be accurate. But it\u2019s less work to record one entry for one transaction, not to mention less complicated.<\/p>\n<h2>Avoid This Common Expense Tracking Error<\/h2>\n<p>People make a common error when recording expenses in QuickBooks. They use the Pay Bills command without first using the Enter Bills command to describe the expense they pay the bill for.<\/p>\n<p>This is wrong and produces a financial statement error: The Accounts Payable balance of the financial statement gets understated. The balance in Accounts Payable might even be negative!<\/p>\n<p>This understatement occurs because every time the bookkeeper records a bill paid, QuickBooks subtracts that amount from Accounts Payable. If no prior bill was created that first added that amount to Accounts Payable, then the balance QuickBooks reports in the account will be incorrect.<\/p>\n<h2>How to Enter Bills<\/h2>\n<p>Intuit, the company that makes QuickBooks, has a tutorial on how to enter bills in QuickBooks Online available here: <a href=\"http:\/\/quickbooks.intuit.com\/tutorials\/lessons\/enter-bills\/\" target=\"_blank\" rel=\"noopener noreferrer\">http:\/\/quickbooks.intuit.com\/tutorials\/lessons\/enter-bills\/<\/a><\/p>\n<p>An excerpt from Steve\u2019s book, <cite>QuickBooks for Dummies<\/cite>, explains how to enter bills in QuickBooks Desktop here:\u00a0<a href=\"http:\/\/www.dummies.com\/software\/business-software\/quickbooks\/record-bills-enter-bills-windows-quickbooks-2017\/\" target=\"_blank\" rel=\"noopener noreferrer\">http:\/\/www.dummies.com\/software\/business-software\/quickbooks\/record-bills-enter-bills-windows-quickbooks-2017\/<\/a><\/p>\n<h2>How to Pay Bills<\/h2>\n<p>Intuit has a tutorial on how to pay bills in QuickBooks Online here:\u00a0<a href=\"https:\/\/quickbooks.intuit.com\/tutorials\/lessons\/pay-bills\/\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/quickbooks.intuit.com\/tutorials\/lessons\/pay-bills\/<\/a><\/p>\n<p>An excerpt from Steve\u2019s book, <cite>QuickBooks for Dummies<\/cite>, explains how to pay bills in QuickBooks Desktop here: <a href=\"http:\/\/www.dummies.com\/software\/business-software\/quickbooks\/how-to-pay-your-bills-in-quickbooks-2015\/\" target=\"_blank\" rel=\"noopener noreferrer\">http:\/\/www.dummies.com\/software\/business-software\/quickbooks\/how-to-pay-your-bills-in-quickbooks-2015\/<\/a><\/p>\n<h2>How to Record Expenses\/Write Checks<\/h2>\n<p>Intuit has a tutorial on how to record expenses in QuickBooks Online available here: <a href=\"https:\/\/quickbooks.intuit.com\/tutorials\/lessons\/expenses\/\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/quickbooks.intuit.com\/tutorials\/lessons\/expenses\/<\/a>, and it has a tutorial on how to write checks in QuickBooks Online available here: \u00a0<a href=\"http:\/\/quickbooks.intuit.com\/tutorials\/lessons\/checks\/\">http:\/\/quickbooks.intuit.com\/tutorials\/lessons\/checks\/<\/a>.<\/p>\n<p>An excerpt from Steve\u2019s book, <cite>QuickBooks for Dummies<\/cite>, explains how to record expenses in QuickBooks Desktop here:\u00a0<a href=\"http:\/\/www.dummies.com\/software\/business-software\/quickbooks\/how-to-write-checks-in-quickbooks-2010\/\" target=\"_blank\" rel=\"noopener noreferrer\">http:\/\/www.dummies.com\/software\/business-software\/quickbooks\/how-to-write-checks-in-quickbooks-2010\/<\/a><\/p>\n<hr \/>\n<h2>You Might Also Want to Make Sure You Get\u00a0Your Tax\u00a0Deductions Right&#8230;<\/h2>\n<p><a href=\"http:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2018\/10\/stephennelson_smallbiztax.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-7415 size-medium\" src=\"http:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2018\/10\/stephennelson_smallbiztax-231x300.jpg\" alt=\"\" width=\"231\" height=\"300\" srcset=\"https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2018\/10\/stephennelson_smallbiztax-231x300.jpg 231w, https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2018\/10\/stephennelson_smallbiztax.jpg 246w\" sizes=\"auto, (max-width: 231px) 100vw, 231px\" \/><\/a>While you&#8217;re thinking about the subject of correctly recording your business expenses, we may as well mention something else. You may be able to save a bundle on your income and payroll taxes by getting strategic about maximizing your business tax deductions.<\/p>\n<p>Small business owners regularly don&#8217;t\u00a0do a good job\u00a0of structuring their operations to protect legitimate deductions, to create new deductions and to recycle (or double-deduct) the deductions which can be used more than once to save taxes.<\/p>\n<p>If this sounds like your situation, in addition to doing your accounting for expenses correctly, you may also want to buy and read\u00a0our $40 e-book, <em>Small Businesses Tax Deduction Secrets<\/em>. This 70pp e-book, which of course comes with a money-back guarantee,\u00a0provides detailed instructions\u00a0about how business owners can annually save thousands or even tens of thousands of dollars in income and related taxes simply by more effectively using legitimate small business tax deductions.<\/p>\n<form action=\"https:\/\/www.e-junkie.com\/ecom\/gb.php?c=cart&amp;i=SLNSBTDS&amp;cl=23704&amp;ejc=2\" method=\"post\"><button type=\"submit\">Purchase and Download<\/button><\/form>\n<p><a title=\"View Cart\" href=\"https:\/\/www.e-junkie.com\/ecom\/gb.php?c=cart&amp;cl=23704&amp;ejc=2\">View Cart<\/a><\/p>\n<p><strong>Tip:<\/strong> If you are a client of our CPA firm, you don\u2019t need to purchase this e-book&#8211;or any of our other e-books. Just email us and ask for your complimentary copy. Also, if you&#8217;re in the process of becoming a client? Don&#8217;t buy the e-book yet. Rather, wait until we&#8217;re working together. We&#8217;ll then provide you with your complimentary copy.<\/p>\n<h2>Instantly Downloadable &amp; Money Back Guarantee<\/h2>\n<p>The book is instantly downloadable. You get the e-book when you purchase it. (We also send you an email after your purchase with a link you can also use to download the e-book pdf.)<\/p>\n<p>By the way, we provide a money-back guarantee. If you don&#8217;t information you need or want, no problem.\u00a0 Just <a href=\"http:\/\/evergreensmallbusiness.com\/795-s-corporation-tax-return-preparation\/\">email us<\/a> and request your refund.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This short blog post explains how to record your business\u2019 expenses in QuickBooks. I\u2019ll explain when to use the Enter Bills command versus the Expenses tab on the Write Checks window, how those features are different, and why they exist. But first, we need to start with some background information on cash basis versus accrual [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":2784,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":""},"categories":[8,9],"tags":[14,13],"class_list":{"0":"post-2197","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-bookkeeping","8":"category-software","9":"tag-accounting","10":"tag-quickbooks","11":"entry"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Record Expenses in QuickBooks - Evergreen Small Business<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/evergreensmallbusiness.com\/how-to-record-expenses-in-quickbooks\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Record Expenses in QuickBooks\" \/>\n<meta property=\"og:description\" content=\"This short blog post explains how to record your business\u2019 expenses in QuickBooks. I\u2019ll explain when to use the Enter Bills command versus the Expenses tab on the Write Checks window, how those features are different, and why they exist. But first, we need to start with some background information on cash basis versus accrual [&hellip;]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/evergreensmallbusiness.com\/how-to-record-expenses-in-quickbooks\/\" \/>\n<meta property=\"og:site_name\" content=\"Evergreen Small Business\" \/>\n<meta property=\"article:published_time\" content=\"2015-09-15T16:00:30+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2019-07-01T22:26:18+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/evergreensmallbusiness.com\/wp-content\/uploads\/2015\/09\/73045501_expenses.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1265\" \/>\n\t<meta property=\"og:image:height\" content=\"790\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Beth Nelson CPA\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@SeattleCPA\" \/>\n<meta name=\"twitter:site\" content=\"@SeattleCPA\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Beth Nelson CPA\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/\"},\"author\":{\"name\":\"Beth Nelson CPA\",\"@id\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/#\\\/schema\\\/person\\\/85111873e184a3ae745c0c1f4a377a10\"},\"headline\":\"How to Record Expenses in QuickBooks\",\"datePublished\":\"2015-09-15T16:00:30+00:00\",\"dateModified\":\"2019-07-01T22:26:18+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/\"},\"wordCount\":1239,\"commentCount\":10,\"image\":{\"@id\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/wp-content\\\/uploads\\\/2015\\\/09\\\/73045501_expenses.jpg\",\"keywords\":[\"Accounting\",\"QuickBooks\"],\"articleSection\":[\"Bookkeeping\",\"Software\"],\"inLanguage\":\"en\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/\",\"url\":\"https:\\\/\\\/evergreensmallbusiness.com\\\/how-to-record-expenses-in-quickbooks\\\/\",\"name\":\"How to Record Expenses in QuickBooks - 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