When should a client use an expense transaction in QuickBooks Online?

Using an expense transaction in QuickBooks Online is appropriate when a client has actually paid a vendor, particularly with cash or a cash-equivalent payment method. This reflects the direct expense incurred by the business at the time the money is spent.

When a client records an expense, it records the transaction immediately, which helps the client keep track of their spending right when it happens. This is particularly useful for managing cash flow and ensuring that financial records are up to date. Since an expense is recorded at the point of payment, it accurately reflects the money outflow related to that specific transaction.

Other options do not fit the criteria for using an expense transaction. For example, receiving an invoice does not constitute an actual payment; thus, it’s typically entered as accounts payable rather than an expense. Similarly, recording an expense before the payment occurs does not reflect the real-time outflow of cash. Lastly, the year-end closing process is more about reconciling accounts rather than recording individual expense transactions as they occur throughout the year.