Overview
When billable expenses are paid directly from a trust account, but you still want to:
Capture receipts in QuickBooks Online
Sync the expense into VRTrust
Avoid impacting the PM statement
…you need to use a clearing account workflow.
🔧 Recommended Account Setup
Create the following accounts in QuickBooks:
1. QBO & VRT Expense Accounts
Billable Expense – Non-Reimbursable
Billable Expense – Reimbursable (if needed)
2. Clearing Account (in VRTrust Only)
Billable Expense – Non-Reimbursable Clearing
3. Billable Expense Offset
Edit the "Billable Expense - Non-Reimbursable account in VRTrust and ensure that the 'Billable Expense – Non-Reimbursable Clearing' is set as the expense offset.
🔄 How the Workflow Works
Step 1: Record Expense in QuickBooks
Expense is paid from the trust bank account
Post to:
➤ Billable Expense – Non-Reimbursable
Step 2: Use the QBO Expense Workflow to post the billable expense in VRTrust
The workflow:
Creates a corresponding expense billed to the owner
Offset goes to:
➤ Non-Reimbursable Clearing Account (Party=Manager)
Step 3: VRTrust Bank Rule Matching
The actual bank transaction (cash leaving trust) is categorized to:
➤ Non-Reimbursable Clearing AccountAutomate this entry further using VRTrust bank rules.
✅ Result
The clearing account offsets to zero
Expense is:
Captured in QuickBooks (with receipt)
Reflected in VRTrust
No impact to the PM Statement
💡 Why This Matters
This approach allows you to:
Maintain clean trust accounting
Avoid double-counting expenses
Keep audit-ready documentation in QuickBooks
Ensure PM reporting remains accurate