Reimburse Employees in QuickBooks Desktop
                     Reimburse 
Employees in 
QuickBooks 
Desktop
By: Dancing Numbers
QuickBooks Desktop is a popular desktop 
accounting software program, used by small 
businesses and individuals to track their finances. 
When an employee leaves your company, it can be 
difficult to reimburse them in a timely and 
accurate manner. This article will share steps you 
can take to 
reimburse employees in QuickBooks Desktop 
quickly and accurately.
What is Reimbursement?
Reimbursement is a process of reimbursing employees for expenses they 
incurred while working, such as mileage or meals. You can reimburse 
employees in QuickBooks Desktop by adding an item to their paychecks, or 
through a reimbursement account.
There are a few things to keep in mind when reimbursing employees:
• You must have enough money in your company’s account to cover the 
expense.
• Don’t reimburse employees for amounts that exceed their regular wages.
• Make sure your reimbursement policy is clear and concise to avoid any 
misunderstandings
When Should You 
Reimburse Employees?
There are a few factors that you should consider when 
deciding whether or not to reimburse your employees in 
QuickBooks Desktop. First, consider the expense itself. Does 
the expense qualify as a cash expense? Some common 
reimbursable expenses include meals and travel costs. 
Other items that may qualify as cash expenses include 
employee salaries and benefits, tools and equipment used 
in the business, and office supplies.
How to Reimburse E
mployees in QuickBo
oks Desktop?
When you reimburse employees in 
QuickBooks Desktop, you can use a variety 
of methods to keep track of and pay the 
employees. Here are three ways to 
reimburse employees in QuickBooks 
Desktop:
1. Use deposits: When you deposit an 
employee’s wages into their bank 
account, QuickBooks automatically 
calculates the appropriate 
reimbursement amount and posts it to 
the employee’s payroll account. This is 
the simplest method to use, but it has 
two limitations: You can’t easily track how 
much money has been deposited in an 
employee’s account, and you can’t pay 
employees via direct deposit if they don’t 
have a bank account.
2. Use billing codes: If you have a billing code for 
reimbursing employees, you can enter it into the 
Reimbursement Codes field in your Employee 
Payments window (in the Payroll section of 
QuickBooks Desktop). Then, when you reimburse 
employees, QuickBooks will automatically calculate 
and post the reimbursement amount to the 
employee’s payroll account using that billing code. 
This approach is helpful if you want to track how 
much money has been paid out using a specific 
billing code, but it has two major drawbacks: First, 
not all companies have a billing code for 
reimbursing employees, and second, you can’t pay 
employees using direct deposit if they don’t have a 
bank account.
3. Use a reimbursement account: If you 
want to keep track of the total amount 
that has been paid out to employees 
each month, you can create a 
reimbursement account in QuickBooks 
Desktop. This approach is helpful if you 
want to prevent reimbursements from 
being mixed up with regular payroll 
transactions, and it has the added bonus 
of allowing you to pay employees via 
direct deposit.
Contact Us:
We believe that the above information can helo you 
reimburse employees  in QuickBooks Desktop:
Web: dancingnumbers.com
Email: [email protected]