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Expense Management in QBO with Dan DeLong and Carrie Kahn

For someone else
Alicia Katz Pollock
For someone else
Purchase for $54 or enter access code

“Accounts Payable” refers to the money you owe to your vendors. QuickBooks Online has built-in features for receipt management and online bill pay, but what do you do when you need to manage employee credit cards and approval workflows?


Expense Management in QBO Course Description 

When it comes to managing employee credit cards and approval workflows in QuickBooks Online (QBO) and other expense management workflows, there are several options and best practices.

While QBO offers built-in features for receipt management and online bill pay to handle accounts payable, managing employee expenses requires additional considerations. 

Encouraging employees to capture and upload expense receipts directly into QBO eliminates the need for manual data entry, but it’s important to ensure that employees categorize expenses accurately to maintain proper reporting.

When your employees all have their own corporate credit cards, QBO’s banking and reconciling gets unwieldy unless you strategize.

It’s also important to establish cost controls by defining spending limits for each employee based on their role and responsibilities within the organization, even where they are allowed to purchase. 

When your company grows to more than a handful of employees, it’s time to implement approval workflows, ensuring that expenses are reviewed and authorized before payment. While QuickBooks Online Advanced allows you to do this, uses of other versions have to turn to third-party expense management.

In this webinar, Dan DeLong and Carrie Kahn of Complete Business Group and School of Bookkeeping will discuss QuickBooks Online’s options for tracking all these scenarios, and how to identify the signs  that you’re ready to move beyond QBO’s built-in features to implement a third-party accounts payable solution.


What You’ll Learn in this Expense Management Training

  • QBO’s built-in Online Bill Pay
  • QuickBooks Online Advanced’s Approvals workflows
  • Strategies for reconciling corporate credit cards
  • How to import receipts into QBO
  • Third-party apps for managing employee expenses, including Corpay, Fyle, and Divvy

After this class, you will be able to: 

  • Identify the key features and benefits of QuickBooks Online's built-in receipt management and online bill pay.

  • Evaluate the advantages and implementation of approval workflows in QuickBooks Online Advanced.

  • Recognize the signs indicating readiness to leverage third-party solutions for enhanced expense management.



Instructional Level



Familiarity with QuickBooks Online’s accounts payable workflows

Course Length

2 hours

Course Credits

2 CPE, Certificate of Completion

Field of Study

Computer Applications and Software

Delivery Method

QAS Self Study

Who should take this class?

  • Business owners of growing companies who are ready to supervise their employee’s spending
  • Bookkeepers who want to provide appropriate options to their clients

Evergreen Content

You'll have lifetime access to the on-demand course including all handouts and class material, including future updates. You'll also be able to ask questions in the Q&A forum and get answers, even years later. You can pause, rewind, speed up, and watch again later as you apply what you learn to each situation as it crops up.


Refunds & Cancellations

Please view our Terms of Service, for information on refunds, cancellations, and complaint resolution. To request a refund, please contact us.


Royalwise is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website:


Course Page Updated: December 2023
Course Content updated: December 2023

Here is the course outline:

1. Download the Handout

Download the handout that goes with the course.

Download the handouts here

2. Expense Management in QBO Videos

“Accounts Payable” refers to the money you owe to your vendors. QuickBooks Online has built-in features for receipt management and online bill pay, but what do you do when you need to manage employee credit cards and approval workflows?

Introduction, Agenda, and Overview
What is Expense Management
The Importance of Automating in Expense Management
Expense Claims Hub
Review 1 - Expense management
Expense Management Workflows and Approvals
Bill Payment Options and Conclusion
Review 2 - Expense apps

3. Take the Quiz

Take this quiz to demonstrate your mastery of the material. Pass the quiz with an 80% or higher to complete the Course, earn your Certificate, and win points!

Complete this survey for CPE Credit
Quiz - Expense management in QBO


The following certificates are awarded when the course is completed:

Royalwise CPE Certificate
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