Common CC Expense Accounts (Cheat Sheet)

Purpose: Use this guide to find the correct QuickBooks "Account" when adding a receipt.

By Tim Moody

The Most Important Rule: Always Use a Sub-account

You must always use a sub-account (the indented account) and never the main "master" account (e.g., you would use Rental Expenses:cabin and camp supplies, never just Rental Expenses).

If an account has no sub-accounts (like Marketing), you can use it directly.

Master Account: Rental Expenses

  • cabin and camp supplies

    • Use for: Items placed in the cabins for guests to use, such as dish soap, hand soap, and sponges.

  • equipment < $500 guest use related

    • Use for: Equipment that guests will use, only if it is under $500.

  • food and drink for guests

    • Use for: Coffee, tea, hot chocolate, Mini Moos, etc. for the Great Room.

  • linens purchased

    • Use for: Sheets, blankets, curtains, etc.

Master Account: Maintenance & Repairs

  • equipment and tools < $500

    • Use for: Tools and equipment for the maintenance crew (e.g., air compressor, rented sander). Not for guest use.

  • gasoline

    • Use for: Gasoline.

  • supplies

    • Use for: General shop supplies (nails, screws, washers, nitrile gloves).

  • WPC vehicle service

    • Use for: Any parts or items purchased for a White Pine Camp vehicle, or for any repair work or service done on a vehicle (e.g., shop labor).

Master Account: Office

  • equipment and software

    • Use for: Office equipment and software subscriptions (e.g., Todoist).

  • postage

    • Use for: Stamps.

  • supplies and copying

    • Use for: Printer paper, toner, etc.

Other Common Accounts

  • Flowers and seasonal decorations

    • Use for: Holiday decorations, pumpkins, geraniums, etc.

  • Furniture and decor:decor

  • Furniture and decor:furniture

    • Use for: Smaller furniture or decor purchases.

  • Marketing

    • Use for: Any marketing endeavors.

  • Miscellaneous Expense

    • Use for: Truly oddball items that do not fit anywhere else.

Advanced: Prepaid Accounts (Ask First)

  • prepaid maintenance supplies

  • prepaid rental supplies

    • Note: These accounts are for large purchases that need to be expensed out over time. The vast majority of charges will not use these. Do not use these accounts unless you are specifically instructed to by the managing innkeeper.

What if I'm not sure?

If you're ever in doubt, just ask the managing innkeeper.

Common CC Expense Accounts (Cheat Sheet)