How to Set up Cash Advance in Qb

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How to Set Up Cash Advance in QuickBooks

Setting up cash advances in QuickBooks can be a useful tool for businesses to manage employee expenses. Cash advances allow employees to receive funds to cover business-related expenses before they actually incur them. This article will guide you through the process of setting up cash advances in QuickBooks, along with a FAQs section to address common queries.

Setting Up Cash Advances:

Step 1: Enable the Cash Advance Feature
To begin, ensure that the cash advance feature is enabled in QuickBooks. Open QuickBooks and go to the “Edit” menu, then select “Preferences.” From there, click on “Expenses & Vendors” and select the “Company Preferences” tab. Enable the “Enable cash advance feature” option and click “OK” to save changes.

Step 2: Create a Cash Advance Account
Next, you need to create a cash advance account to track these transactions. Go to the “Lists” menu and select “Chart of Accounts.” Click on the “Account” button and choose “New.” Select “Other Account Types” and then “Other Current Liability.” Name the account (e.g., “Cash Advances”) and click “Save & Close.”

Step 3: Set Up Cash Advance Payroll Item
Now, go to the “Lists” menu again and select “Payroll Item List.” Click on the “Payroll Item” button and choose “New.” Select “Custom Setup” and click “Next.” Choose “Addition” and click “Next” again. Name the item (e.g., “Cash Advances”) and enter a description if desired. Select the “Liability” account you created earlier and click “Next.” Choose “None” for tax tracking and click “Next” once more. Assign the item to the appropriate expense account and click “Finish” to complete the setup.

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Step 4: Issue Cash Advances to Employees
To issue cash advances to employees, go to the “Employees” menu and select “Pay Employees.” Choose the desired employee and click on “Cash Advance” under the “Other Payroll Items” section. Enter the amount of the cash advance and click “Save & Close” to record the transaction.


Q: Can I track individual cash advances for each employee?
A: Yes, QuickBooks allows you to track cash advances separately for each employee. By following the steps mentioned above, you will be able to issue cash advances to individual employees and keep track of them in the system.

Q: How do I record the repayment of cash advances?
A: When an employee repays a cash advance, you need to record it as a deduction from their paycheck. Go to the “Employees” menu, select “Pay Employees,” and choose the employee who is repaying the advance. Under the “Other Payroll Items” section, click on “Cash Advance Repayment” and enter the amount being repaid. Save and close the transaction to record the repayment.

Q: Can I generate reports to track cash advances?
A: Yes, QuickBooks provides various reports that allow you to track cash advances. You can generate reports such as “Cash Advances by Employee” or “Cash Advances by Account” to monitor and analyze cash advance transactions.

Q: Is there a limit to the amount of cash advance an employee can receive?
A: QuickBooks does not enforce a specific limit on cash advances. However, you can set company policies regarding cash advance limits and communicate them to your employees. It is crucial to establish guidelines and ensure that they are followed.

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Q: Can I customize the cash advance payroll item?
A: Yes, you can customize the cash advance payroll item based on your business needs. QuickBooks provides options to modify the item’s name, description, and accounts associated with it. This flexibility allows you to tailor the cash advance setup to fit your specific requirements.

In conclusion, setting up cash advances in QuickBooks is a straightforward process that can greatly streamline your expense management. By enabling the cash advance feature, creating a cash advance account, and setting up the appropriate payroll item, you can easily issue cash advances to employees. QuickBooks also offers reporting capabilities to track and analyze cash advance transactions effectively.