GnuCash: Reimbursable expenses paid by credit card
"GNUCash won't show 'Credit Card' type accounts in ""Process Payment"", as of v.2.6.1. A workaround is to create another  account of type A/Payable. Then, transfer the operations you want to pay via ""Process Payment"" to this new account. It should be visible now. A drawback is that you have split your current Credit Card debt, which makes it harder to track. Alternatively you may wish to only use this new account for all your credit card related expenses. Another alternative is processing payments for these purchases manually to keep the 'credit card' accounts consistent."
"Yes, merchants are charged. Visa/Mastercards charge 1 to 2%, of which some part goes to the Visa/MC and the rest to the issuing bank (if you have an HDFC Bank Visa card, HDFC bank is the issuing bank. And yes, you can get a discount from the merchant - while it probably isn't allowed by Visa/MC, some merchants still provide discounts for cash. But you won't get it at places like supermarkets or large brand retail. Late fees + charges can be huge. In multiple ways - first, they all seem to charge a late fee of Rs. 300-500 nowadays, plus service tax of 10%. Then, you will pay interest from the bill date to the eventual payment date. And further, any new purchases you make will attract interest from the day they are made (no ""interest-free"" period). Interest rates in India on CCs are over 3% a month, so you really must get rid of any open balances. I've written a longish piece on this at http://in.finance.yahoo.com/news/The-good-bad-ugly-credit-yahoofinancein-2903990423.html" "A.1 and B.1 are properly balanced, but ""Business Expense"" is an expense, not an asset. The T entries should be timestamped.  The time should be equal to the time on the credit card receipts.  This will make audit and balancing easier. A or B can be used, but if the the business is to be reimbursed for personal expenses, the accounts should be renamed to reflect that fact. More explicit account names could be ""Business expense - stationary"" and ""Personal expense - lunch"" or even better ""Personal expense - cammil - lunch"".  With a consistent format, the account names can be computer parsed for higher resolution and organization, but when tallying these high resolution accounts, debits & credits should always be used. When it comes time to collect from employees, only accounts with ""Personal expense"" need be referenced.  When it comes time to collect from ""cammil"", only net accounts of ""Personal expense - cammil"" need be referenced. An example of higher resolution, to determine what ""cammil"" owes, would be to copy the main books, reverse any account beginning with ""Personal expense - cammil"", and then take the balance.  Using the entries in the question as an example, here's the account to determine ""cammil""'s balance: Now, after all such balancing entries are performed, the net credit ""Personal expense - cammil"" is what ""cammil"" owes to the business. The scheme for account names should be from left to right, general to specific." Not sure if serious or not, but i'll bite. First of all the service you are purchasing is the access to credit card, which runs on a network supplied by financial institutions. Secondly credit card is an optional fee, taxes are mandatory (unless you are a crook). What you are describing is perfectly legal, and is well under the threshold to attract the attention of the IRS ($10K+).  The money is not income, because it is repayment for goods provided or a loan made to your friends.  I do this myself oftentimes to take advantage of the rewards on my credit cards.  With cash to cover expenses coming in immediately from friends/family, there is virtually no risk. If you are concerned and want to protect against questions in the future about the source of the money, you ought to start keeping records of dates, times, locations, amounts, and the names of people involved when the charges are made.  Then track the dates when the cash is deposited into your bank account.  That way you can demonstrate the cash flow (Charge -> Repayment -> Deposit) to anyone who needs to know. "It comes down to the resolution you want to have on your personal finances.  A package like GNUCash allows you to easily answer questions like ""Exactly how much do I spend on interest per month/year/decade.""  Same with pretty much any other expense, liability or asset you have whether it be taxes, utilities, your home equity or your net worth.  The other tools you mention are nice, and certainly convenient, but they tend to lump things together in broad strokes and omit many categories altogether (taxes).  Ultimately by having such a fine grained accounting tool, you can target small or large things to better budget your money.   Another thing a package like GNUCash provides is a single, private place to consolidate all of your finances.  This is nice for things like net worth and asset accounts that you might not want to give a company access to. Finally, GNUcash in particular helps normal people think like accountants.  Rather than lump everything into 'income' and 'expenses', once you start using GNUCash you'll start thinking in terms of equity, liabilities, net-worth and assets in addition to income and expenses.  This gives me a much more accurate view of my finances and helps me better target areas for improvement.  In short, it helps me to see the broader picture which helps me to keep my eye on the prize - which of course is to not have to worry about money at all." I second the vote for GnuCash. It runs on Linux, Windows, and Mac. It is double-entry accounting, so there is a little bit of a learning curve, but it sounds like you should probably have something a little more powerful than Mint for your situation. "Gnucash is first and foremost just a general ledger system. It tracks money in accounts, and lets you make transactions to transfer money between the accounts, but it has no inherent concept of things like taxes. This gives you a large amount of flexibility to organize your account hierarchy the way you want, but also means that it sometimes can take a while to figure out what account hierarchy you want. The idea is that you keep track of where you get money from (the Income accounts), what you have as a result (the Asset accounts), and then track what you spent the money on (the Expense accounts). It sounds like you primarily think of expenses as each being for a particular property, so I think you want to use that as the basis of your hierarchy. You probably want something like this (obviously I'm making up the specifics): Now, when running transaction reports or income/expense reports, you can filter to the accounts (and subaccounts) of each property to get a report specific to that property. You mention that you also sometimes want to run a report on ""all gas expenses, regardless of property"", and that's a bit more annoying to do. You can run the report, and when selecting accounts you have to select all the Gas accounts individually. It sounds like you're really looking for a way to have each transaction classified in some kind of two-axis system, but the way a general ledger works is that it's just a tree, so you need to pick just one ""primary"" axis to organize your accounts by." I'm a CPA and former IRS agent and manager. Whether you are a cash or accrual basis taxpayer, you get to deduct the expense when your card is charged. Think of it this way: You are borrowing from the credit card company or bank that issued the credit card. You take that money to make a purchase of a product or service. You now have an expense and a liability to a third party. When you pay off the liability, you do not get to take a deduction. Your deduction is when you pay for the expense. Depending on what you purchased, you may have to capitalize it. "I'm a bit loathe to offer this response, but some pre-paid credit card vendors offer ""direct deposit"" to the card. Not surprisingly, Wal-Mart is one of them -- the very first ""how to reload"" option is direct deposit from an employer: https://www.walmartmoneycard.com/walmart/account/learn-how I think this sort of service encourages bad money habits. People shouldn't have to pay fees to get their own money." "The OP does not explain ""what we pay for processing the transaction (cost of debiting the customer)"".  Who exactly do you pay?  Someone else, or your own employees/contractors?  I will assume that $0.10 is paid to your own employees. Dr $10cash from money people give you Cr $10 liability to them because it is their money in your accounts. Dr $0.10 cash payment of paycheques or supplier invoices Cr $0.10 income statement Operating Eexpense  Dr 0.20 liability to depositors for fees they pay, resulting in $9.80 remaining liability for their money you still have. Cr 0.20 income statement Fee Revenues" "I used Quicken, so this may or may not be helpful. I have a Cash account that I call ""Temporary Assets and Liabilities"" where I track money that I am owed (or that I owe in some cases).  So if I pay for something that is really not my expense, it is transferred to this account (""transferred"" in Quicken terms).  The payment is then not treated as an expense and the reimbursement is not treated as income--the two transactions just balance out." You should be recording the reimbursement as a negative expense on the original account the expense was recorded. Let's assume you have a $100 expense and $100 salary. Total $200 paycheck. You will have something like this In the reports, it will show that the expense account will have $0 ($100 + ($100)), while income account will have $100 (salary). If your business is a Sole Proprietorship and meets the criteria, then you would file form Schedule C. In this case you can deduct all eligible business expenses, regardless of how you pay for them (credit/debit/check/cash). The fact that it was paid for using a business credit card isn't relevant as long as it is a true business expense. The general rules apply: Yes - if you sustain a net loss, that will carry over to your personal tax return. Note: even though it isn't necessary to use a business credit card for business expenses, it's still an extremely good idea to do so, for a variety of reasons. No, GnuCash doesn't specifically provide a partner cash basis report/function. However, GnuCash reports are fairly easy to write. If the data was readily available in your accounts it shouldn't be too hard to create a cash basis report. The account setup is so flexible, you might actually be able to create accounts for each partner, and, using standard dual-entry accounting, always debit and credit these accounts so the actual cash basis of each partner is shown and updated with every transaction. I used GnuCash for many years to manage my personal finances and those of my business (sole proprietorship). It really shines for data integrity (I never lost data), customer management (decent UI for managing multiple clients and business partners) and customer invoice generation (they look pretty). I found the user interface ugly and cumbersome. GnuCash doesn't integrate cleanly with banks in the US. It's possible to import data, but the process is very clunky and error-prone. Apparently you can make bank transactions right from GnuCash if you live in Europe. Another very important limitation of GnuCash to be aware of: only one user at a time. Period. If this is important to you, don't use GnuCash. To really use GnuCash effectively, you probably have to be an actual accountant. I studied dual-entry accounting a bit while using GnuCash. Dual-entry accounting in GnuCash is a pain in the butt. Accurately recording certain types of transactions (like stock buys/sells) requires fiddling with complicated split transactions. I agree with Mariette: hire a pro. "I'm no accountant, but I think the way I'd want to approach this kind of thing in Gnucash would be to track it as an Asset, since it is. It sounds like your actual concern is that your tracked asset value isn't reflecting its current ""market"" value. Presumably because it's risky it's also illiquid, so you're not sure how much value it should have on your books. Your approach suggested here of having it as just as expense gives it a 0 value as an asset, but without tracking that there's something that you own. The two main approaches to tracking an investment in Gnucash are: Of course, both of these approaches do assume that you have some notion of your investment's ""current value"", which is what you're tracking. As the section on Estimating Valuation of the concepts guide says of valuing illiquid assets, ""There is no hard rule on this, and in fact different accountants may prefer to do this differently."" If you really think that the investment isn't worth anything at the moment, then I suppose you should track it at 0, but presumably you think it's worth something or you wouldn't have bought it, right? Even if it's just for your personal records, part of a regular (maybe annual?) review of your investments should include coming up with what you currently value that investment at (perhaps your best guess of what you could sell it for, assuming that you could find a willing buyer), and updating your records accordingly. Of course, if you need a valuation for a bank or for tax purposes or the like, they have more specific rules about how they are tracking what things are worth, but presumably you're trying to track your personal assets for your own reasons to get a handle on what you currently own. So, do that! Take the time to get a handle on the worth of what you currently own. And don't worry about getting the value wrong, just take your best guess, since you can always update it later when you learn new information about what your investment is worth."