How to Record Gas Expenses in QuickBooks

Whether you operate delivery trucks for your business or just send employees on occasional company related errands, gas or fuel expenses are something you probably pay at least occasionally. Other times, you may need to bill a customer for gasoline expenses related to a job or service order. To help you track the various types of gasoline charges your business may incur, QuickBooks provides a couple of options for entering and expensing them.

Entering a Bill for Expenses

  1. Launch QuickBooks, click "Vendors" on the menu bar and then select "Enter Bills."
  2. Click the "Vendor" drop-down list, and then select the name of the gas station or company from which you purchased the gasoline. If you have not yet added the gas station to your vendor list, click "Add New," fill in the details for the vendor and then click "Add." After you add the new gas station or vendor, select the company in the Vendor drop-down list.
  3. Click the "Date" field and select the date for the gasoline purchase from the pop-up calendar. Alternatively, leave the current date in tact in the field, if you are entering the bill on the same day as the gasoline purchase.
  4. Enter the amount of the gasoline purchase in the "Amount Due" field.
  5. Enter the receipt number or other recognizable tracking number for the gasoline purchase in the "Ref. No" field.
  6. Click the "Expenses" tab, and then click inside the "Account" field. Select "Gasoline," "Fuel Purchases" or another appropriate expense account for the purchase from the drop-down list.
  7. Click "Save" to save the new bill and register the gasoline purchase into your QuickBooks system.
  8. Click "Vendors" on the menu bar, and then select "Pay Bills." Click "Show all Bills" in the Pay Bills window, and then scroll down and select the bill for the gasoline purchase you entered earlier.
  9. Click the "Payment Account" drop-down list and select the account from which you want to deduct the payment for the gasoline purchase (i.e. Petty Cash or Credit Card Account.)
  10. Click the "Payment Method" drop-down list and select "Check" – even if you did not pay with a check. Select the "Assign Check No" option. When the pop-up window appears, enter the check number if you paid with a check or enter "Cash," "ATM" or "Credit Card" if you paid for the gas purchase using a different method.
  11. Click "Pay Selected Bills" to record the payment for the gasoline purchase.

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