How to Record Expenses in QuickBooks

Anything you buy with a debit card, credit card, online payment, or bank transfer is called an expense in QuickBooks. Here's how you record expenses.

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Open step-by-step instructions

Read step-by-step instructions

Open Expenses

Go to the Create (+) Menu and under Suppliers choose Expense.

Choose a Payee

If it’s a new payee, type their name and click Add.

You can click Details to add more information or Save and do it later.

Choose an Account

Choose the account the money for this purchase came from. Keep in mind that if you’re using a debit card, you must choose a Transaction Account, even if the card has a Visa or MasterCard logo.

Enter the Date

Enter the date you made this purchase.

Enter Payment Method

How did you pay for this purchase? Select cash, cheque or credit card.

Choose a Category

Under Account, choose an appropriate category for the item or service you paid for.

If you bought items or services from different categories with this one particular cheque, enter each category and the amount you spent on these items on separate lines by clicking Add lines.

Add a Description

In the description field, add details about this purchase.

Add Amount

In the amount field, add the amount for this purchase and any applicable GST in the GST field.


Click Save and New to save this expense and start another one, or Save and Close if you’re finished.