How to Enter a Corporate Credit Card With Cardholder Accounts Into QuickBooks Online

In this tutorial, you’ll learn how to add a corporate credit card with multiple card accounts to QuickBooks Online.

These cards are more complicated than your average business credit card. They have a single statement that covers multiple cardholders. 

Quick Instructions:

Create an account for each cardholder as well as the main credit card:

  1. Navigate to the Chart of accounts by clicking Accounting -> Chart of accounts in the left side menu
  2. Click the green New button in the upper right
  3. Select Credit cards
  4. Fill in the fields:
    1. Save account under: Credit Cards
    2. Tax form section: Credit Card
    3. Account name: Give the account a name that will make it easy to identify, usually Name + x1234 where 1234 is the last four digits of the credit card number
  5. Click Save

Connect the CC to QuickBooks:

  1. Click Banking in the left side menu
  2. Click the Link account button on the right
  3. Search for the bank associated with the credit card
  4. Follow the prompts

Keep reading for a complete walkthrough with screenshots:

How to Enter a Corporate Credit Card in QBO

In this tutorial, I’ll show you the way I like to enter corporate credit cards into Quickbooks Online. This isn’t the only method but it’s the way I like to do it.

Using this method you’ll create accounts for each cardholder and the corporate credit card.

For this example, I’m using a fake Suntrust credit card. With three cardholders, John Doe, Jane Doe, and Larry Hall.

Sample fake SunTrust corporate credit card statement with multiple cardholders.

I’m going to start by creating an account in the Chart of accounts for the corporate credit card.

Click Accounting -> Chart of accounts in the left side menu.

Navigate to the Chart of accounts in QBO.

In the Chart of Accounts click the green New button in the upper right.

Adding a new account in the Chart of accounts in QBO

In the new account pop-up select Credit cards

Fill in the fields:

  • Save account under: Cedit Cards
  • Tax form section: Credit Card
  • Account name: This is the name that will appear in your chart of accounts

Other fields are optional.

Click Save when you’re done.

Entering a new credit card account into the Chart of accounts in QuickBooks Online.

I’ll repeat this process with the cardholder accounts. 

I DO NOT create the cardholders as sub-accounts of the corporate card. You’ll see why I do it this way as we go along.

Here are all four accounts in the Chart of accounts:

Corporate credit card and cardholder accounts in Chart of accounts in QBO

(I used the name of the cardholders for the account names in this example. It’s a good idea to include the card name as well, example: Jane Doe – Suntrust CC x4458)

Connect Your Corporate Credit Card to QuickBooks Online

The next step is to link the corporate credit card’s bank account to QuickBooks Online so you can import transactions.

To do this click Banking in the left side menu. Then on the Banking screen click the Link account button on the right.

Link account button on the banking screen in QuickBooks Online.

Search for the bank associated with your credit card and follow the prompts to link the account to QuickBooks.

Linking your bank account to QuickBooks Online.

Import Transactions as a CSV File

I’m using a fake example credit card account so I can’t import transactions. Instead, I’ll have to upload transactions as a CSV file. 

If you ever have to do this yourself here’s how it’s done. 

On the Banking screen click the drop-down arrow on the Link account button and select Upload from file.

Uploading transactions from a file into QuickBooks Online

On the next screen drag and drop or select your file on the Manually upload your transactions side. Then click Continue.

Manually upload your transactions into QuickBooks Online.

Next, you’ll select the account you created that these transactions will be matched to. Then click Continue.

In this example, I have a separate CSV file for each cardholder’s account so I’m matching my CSV to John Smith. 

Select which transaction to match imported transactions to in QuickBooks Online

Fill in the file setup screen according to the CSV you’re importing.

In Step 2 QuickBooks will automatically match columns in your CSV fields in QuickBooks. If any of these are incorrect you can select the drop-down and pick the appropriate column.

Matching CSV colums to QuickBooks fields when importing a CSV into QuickBooks Online.

When you’re ready click the Continue button.

The next screen asks which transaction you want to add. Probably all of them, but if not you can check off only the ones you want to add then click Continue.

Selecting which transactions to import when importing a CSV into QuickBooks Online

It will let you know how many transactions you’re importing, click Yes to continue.

Your imported transaction will now appear in your Banking “to-do list.”

Viewing CSV imported transactions in Banking in QuickBooks Online.

You now know how a method for adding a corporate credit card with cardholders into QuickBooks Online. 

In the next blog post, I’ll show you how to reconcile these accounts.

☕ If you found this helpful you can say “thanks” by buying me a coffee… https://www.buymeacoffee.com/gentlefrog

Below is a video if you prefer to watch a walkthrough.

If you have any questions about corporate credit cards or importing transactions into QuickBooks Online click the green button below to schedule a free consultation.

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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