How to Record Accrued Expenses in QuickBooks?

Accrued expenses appear to be those expenses that are forthcoming but are yet to be recorded in the company’s general […]

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Accrued expenses appear to be those expenses that are forthcoming but are yet to be recorded in the company’s general ledger. It means these expenses will not be appearing on the financial statements. Until and unless, an adjusting entry is entered prior to the issuing of the financial statements. It’s like a forthcoming or recurring expense in your business. Learning steps to record accrued expenses in QuickBooks.

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What are month end accruals?

Let’s start by defining month-end accruals before we get into the specifics of adding them in QuickBooks.

An accrual is an expense or revenue that has been incurred but hasn’t yet been paid for or collected in accounting terms. For example, you would record an accrual for January’s rent if you incurred a month’s payment on January 31 but didn’t actually pay the rent until February 15. Similarly, you would record an accrual for revenue if you provided a service to a client in January but did not send them an invoice until February.

Month-end accruals, put simply, are expenses or revenues that have been incurred this month but won’t be paid for or received until the next.

Few Example of an Accrued Expense

In order to illustrate an accrued expense, let’s work on an assumption of business loan. In a specific situation, a company borrowed $200,000 on December 1st. The agreement entails repayment of the $200,000 on the date of February 28 coupled with $6,000 of interest for the three months tenure from December through February. In simple terms, these expenses will not bother you until their last due date but as a word of caution, one needs to be extra prepared.

Addition to this, you can also gain several other accrued expenses in a number of ways. Here are some of the following details on the type of accrued expenses you might come across of:

Accrued Interest: You may owe interest on an outstanding loan. And, it has not been billed by the end of the accounting period.
Accrued Wages: Your employees can also earn wages, Which are paid in the form of arrears.
Accrued Payroll Tax: Your withheld employment taxes that will be coming from employee wages. It will be due in the next accounting period.
Accrued Utilities: You also possibly will be using utilities for your business but haven’t yet been billed.

Habit of keeping a record of accrued liabilities lets you anticipate expenses in advance. You recognize all the expenses earlier than you are going to be billed.

Why are month end accruals important?

Month-end accruals are important for a number of reasons:

  • Even if they haven’t been paid for or received yet, they help businesses in keeping track of all expenses and earnings. This is especially useful when it comes to taxes.
  • They can help businesses in improving cash flow management. Businesses can better predict how much cash they will need to have on hand in the upcoming month to pay for expenses by recording accruals at the end of each month.
  • They can help businesses in maintaining more accurate books. This is because, rather than just recording transactions when they are made or received, month end accruals provide businesses with a more complete picture of their financial situation.
  • They could support more efficient budgeting for businesses. Businesses may make appropriate plans and ensure they have enough cash on hand by knowing what costs and revenues they can expect in the next month.

Monitoring your month end accruals QuickBooks enables you to get a clearer picture of your business’s financial situation so you may use your resources more wisely. Now is a great time to start tracking month-end accruals in QuickBooks if you haven’t already.

What are the Benefits of using QuickBooks month end accruals?

Keeping track of month end accruals in QuickBooks has a number of advantages:

  • You can see how much money is coming in and going out each month, which helps you better understand your business’s cash flow.
  • Having a thorough understanding of your company’s cash flow will help you make more accurate budgetary.
  • You can allocate resources wisely – By having a greater grasp of your company’s financial situation, you can decide where to put your money more effectively.
  • By tracking your month end accruals, you may get a better picture of when money will be coming in and going out, helping you to prepare for upcoming expenses and revenues.

Overall, tracking month end accruals in QuickBooks can give you important financial information about your company. You can allocate your resources more wisely if you have a better understanding of your cash flow. If you are unsure how to begin don’t worry.

How to Record Accruals in QuickBooks?

You can record month end accruals in QuickBooks with easy steps. Follow the few easy steps:

  1. You can go to the Lists menu and then you can select Chart of Accounts.
  2. Now you have to click on the account that you want to add the month end accrual to.
  3. From the drop-down menu, you can select the Edit Account.
  4. Select Accrual in the field of Account Type
  5. Now you can enter the amount of the month end accrual in the Balance field.
  6. To save your changes click ok.

With the above steps you can easily track month end accruals in QuickBooks and you have to make sure that your business is prepared for month end closings.

How To Do Month End in QuickBooks?

Follow the below steps to add month end accruals in QuickBooks:

  1. Begin by opening QuickBooks and then go to the Lists menu.
  2. You can select Chart of Accounts.
  3. Now you can search the account where you want to add the month end accrual to and now you can double-click on it.
  4. You can go to the Account menu and select Use Account Number when the account window opens.
  5. Select Accrual in the Type field.
  6. In the Balance field you can enter the amount of the month end accrual and then click on OK.

What are the 3 Status Options in the Month End Review Tabs?

In the month and review tab three status options are:

  • not started,
  • in progress,
  • and complete.

Hover your cursor over the question mark icon next to each status option to get more information if you’re not sure which status to choose for a particular task. You should choose not to start if you haven’t started working on the task yet, in progress if you are working on it right now, and complete if you have finished it.

You can make sure that nothing gets missed by keeping track of your month-end closing duties with the help of these three status options. And that’s it! With QuickBooks, month-end closing is now a snap. If you follow these easy steps, you will be well on your way to successfully close.

How can you Close Out a Month in QuickBooks Online?

With a few steps you can close out a month in QuickBooks Online,

  1. You can go to the Tasks tab and then you can create a new task.
  2. Then you can enter the name of the task and the due date and you can select the month that you want to close out.
  3. You can assign the task to yourself or to another team member.
  4. Lastly, you can click on Save. Now your month end closing task in QuickBooks Online is created.

You can easily keep track of your month end tasks and can close out your month any time.

How to Reverse Month-End Accruals in QuickBooks?.

The next step is to undo the accruals that were previously made in QuickBooks when you receive or pay the money. It means that you make a fresh journal entry, and cancel the original one. By doing this, you can avoid recording revenue or expenses twice for the same time. The following are detailed instructions for undoing accruals in QuickBooks:.

  1. You can click on the New button that is at the top left corner of the screen.
  2. Then you have to click on the Journal entry that is under the Other option.
  3. Find the journal entry you created during the previous period for the accrual. To find it, use the Journal no., Date, or Description fields.
  4. The first day of the current period should be used as the date. Change the date to February 1st, for instance, if you created the accrual journal item on January 31st.
  5. At the bottom of the Journal Entry box, select “Reverse.” The original journal entry’s debits and credits will be immediately switched.
  6. Lastly, click on Save and Close.

In QuickBooks, an accrual has been successfully reversed. This process can be repeated for each accrual that needs to be reversed.

Common Types of Month-End Accruals

Accrued Expenses: Expenses incorrect but still need to be paid.


  • Salaries and wages
  • Rent
  • Interest on loans
  • Utilities

Accrued Revenue: Revenue is earned but has yet to be received or invoiced.


  • Services that are rendered but are not billed
  • On investments interest earned
  • Sales commissions earned but not yet paid

Tips for Identifying Month-End Accruals

  • Review Recurring Expenses: Check your invoices and recurring bills. Are there any that need to be paid soon after the end of the month?
  • Check Contracts and Agreements: Look for agreements that specify services or payments that extend beyond the end of each month.
  • Consult your Accountant: See your accountant for assistance in determining possible accruals or providing clarification on certain situations.

The Importance of Reversing Accruals

  • Avoid Double Counting: It is ensured that income and costs are recorded only when they are received or paid by reversing accruals.
  • Accurate Financial Reporting: Enhances the reliability of balance sheets and income statements over time.

Automating Accruals in QuickBooks

  • Recurring Journal Entries: To streamline the process for regular accruals explore this feature in QuickBooks.
  • Third-Party Apps: You can consider apps like Dancing Numbers that integrate with QuickBooks and can automate some entries.
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Frequently Asked Questions (Faqs)

How to Manage Business Expenses in QuickBooks?

Though explaining, all bits and pieces are fun to put together. However, with a short and quick approach, I will try to keep it short and simple. Refer to the following steps to manage expenses in QuickBooks:

checked First of all, You need to go to the Expenses menu.
checked Then, You need to select the Expenses tab.
checked Find the specific expense you wish to edit.
checked Try updating the transaction as per requirement.
checked Then hit the Save and close button.

How to Categorize Expenses in QuickBooks?

The very first step is to Log in to your QuickBooks Online account. After this, you need to click on the Expenses at the left panel. You need to choose Expenses visible besides Vendors. Check the box beside the Date column for getting the specific transactions you want to categorize. Do a tap on the drop-down arrow beside Batch actions, then you need to select Categorized selected.

How to Record Fuel Expenses in QuickBooks?

Your fuel expenses can be counted as one of accrued expenses if you and your employees are going for client meetings or office transport is being used. Here is how described:

checked First of all you need to click on the Gear icon.
checked Then you can click on the Chart of Accounts.
checked Choose a new in the upper-right corner.
checked In the drop-down, You need to click on Account Type and then choose Expenses.
checked Next step is to go on Detail Type, Select the Auto option.
checked You need to enter a name for the account (example: Auto expense).
checked Enter the necessary information.
checked Click Save and Close.

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