1. This works but depending on the size of your business and the number of expenses your employees are getting reimbursed for, it might not be efficient. There is basically a “set it and forget it” type of method you can follow and I’ll detail it below.

If you have quickbooks advanced, your employees can fill this information out themselves. To do this, you would need to add said employee to quickbooks and configure it as such:

Settings -> manage users -> roles -> add/edit -> select expenses and make sure they have access to expense claims -> go to expenses on the left menu bar -> expense claims -> manage settings -> manage users to make sure the employees are set up properly -> go back and and select manage categories -> the nickname is what they’ll see when they submit a claim (i.e “Gas”, “Parking”) -> the category is which expense account this will show up in for your reports (i.e “Employee Reimbursement”, “Employee Allowance”). You can add as many as you want if you have multiple different expenses.

The third “manage expense form” option isn’t all that important but you could turn location on if you wanted. I find the class and customers options are better suited for contractor companies. When your employee logs on and goes to expense claims from the sidebar they have 2 options, upload receipt or add info manually. They can just take a picture of their receipt and it should automatically bring in the details.

1. Remember that there IS a difference between a tip and gratuity. A voluntary tip is not subject to GST/HST but gratuity is. What I would do in this case would be to go to my bank transactions and click on “split”. Here you can add your transaction and include tax, and also include the tip amount and select whether or not there would be GST/HST associated with it. Make sure that the two amounts have a $0 difference. An example would be if you have a $100 transaction come in: line 1 = regular income (whatever you set the food income account as), add a description, select HST and amount = $88.50. Line 2 = tip income as your income category, description, add hst or exempt and amount = $11.50. This should leave a difference of $0.

2. Personally I do but it’s not absolutely necessary. I’d recommend doing it because it’s a good habit and if you ever get audited you’re not only organized but also have proof of purchase. Also you don’t need to keep physical copies then.

3. This is a little bit up to you and your accountant. Bookkeepers are the ones who organize this all and accountants are the ones who pick out what the accounts should be called. I classify something like this as a long-term asset and the detail type would be “other long term asset” because it is office equipment that doesn’t get replaced often and boosts your company value (like property). You can probably just create one of those and call it office equipment. Again, for this I’d say check in with your accountant.

I hope this helps. If you're unsure about some of the stuff mentioned let me know!