User guide: How to enter and track expenses in Minute7.

This article explains how to record expenses in Minute7, associate them with customers, accounts, and classes, and ensure they sync correctly with QuickBooks. For detailed screenshots, see the Expense Entry PDF Guide.

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Step 1: Enter a New Expense

1. Log in to Minute7 with your username and password.
2. From the main menu, select Expenses → New Entry.
3. Fill in the required fields:
   • Date: When the expense occurred.
   • Customer/Job: Select the customer or job (if applicable).
   • Expense Account: Choose the correct account from the dropdown.
   • Class (optional): If your company uses QuickBooks classes, select the appropriate one.
   • Amount: Enter the expense total.
   • Notes (optional): Add a description for clarity.
4. Click Save to record the expense.

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Step 2: Review and Track Expenses

• View Expense List:
  Go to Expenses → Expense Entries to see all recorded expenses.

• Edit or Delete Entries:
  Click on an expense to update details or remove it if entered incorrectly.

• Submit for Approval (if required):
  Some organizations require manager approval before expenses sync to QuickBooks. Use the Submit button to send for review.

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 Step 3: Sync with QuickBooks

• Approved expenses will sync into QuickBooks Desktop or Online, depending on your company’s setup.
• Ensure QuickBooks is open and connected during sync.
• Expenses will appear under the correct accounts and customers in QuickBooks.

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Best Practices

• Enter promptly: Log expenses as soon as they occur to avoid missing details.
• Use notes: Add short descriptions to help managers and accountants understand the expense purpose.
• Check restrictions: If you don’t see certain accounts or customers, your admin may have applied restrictions.
• Review weekly: Confirm all expenses are accurate before submitting for approval.

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Troubleshooting

• Missing accounts/customers? Contact your admin; restrictions may limit dropdown options.
• Expense not syncing? Ensure QuickBooks is open and the sync has run successfully.
• Approval issues? Verify your manager has the correct permissions to approve expenses.

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Key Takeaway

Minute7’s expense entry system is designed for accuracy and simplicity. Enter expenses promptly, review them regularly, and ensure they sync with QuickBooks for seamless reporting. For detailed instructions with screenshots, see the Expense Entry PDF Guide.