How to Record Cash Back Rewards in QuickBooks Desktop: A Step-by-Step Guide

As a business owner, taking advantage of cash back rewards from credit card transactions is a smart way to save money and increase cash flow. Many credit card providers offer these rewards, which can accumulate over time and provide a financial boost to your business. However, while cash back rewards are a great benefit, it’s essential to properly record and track these transactions in your accounting system to ensure accuracy in your financial records.

In this guide, we will walk you through how to easily record cash back rewards in QuickBooks Desktop using a clear, step-by-step approach. Whether you’re new to QuickBooks or an experienced user, this guide will ensure that you record your cash back rewards correctly.

Why It’s Important to Record Cash Back Rewards

Before diving into the step-by-step process, it’s important to understand why recording cash back rewards in QuickBooks Desktop is essential:

1. Accurate Financial Reporting: Cash back rewards are considered a form of income for your business. Recording them ensures that your financial statements reflect all revenue sources accurately.
2. Simplified Tax Reporting: In many cases, cash back rewards may need to be reported as income on your taxes, depending on your local tax laws. Properly tracking them in QuickBooks will make tax time easier.
3. Clean Reconciliations: If you receive cash back rewards directly to your credit card account or bank, properly recording them helps ensure that you can reconcile these accounts without discrepancies.

With that in mind, let’s jump into the process of recording cash back rewards in QuickBooks Desktop.

Step-by-Step Guide to Recording Cash Back Rewards in QuickBooks Desktop

Step 1: Open QuickBooks Desktop and Access Your Company File

The first step is to open QuickBooks Desktop and access the company file where you want to record the cash back rewards. If you have multiple companies or accounts set up, ensure you are working within the correct company file for which the cash back reward applies.

• Open QuickBooks Desktop.
• Select the appropriate company file.

Once your company file is open, you’re ready to proceed to the next step.

Step 2: Create an Income Account for Cash Back Rewards

If you haven’t already set up an income account specifically for tracking cash back rewards, you’ll need to create one. This account will categorize the cash back rewards separately from other types of income, making it easier to track and report.

How to Create an Income Account:

1. Navigate to the Chart of Accounts:
• From the QuickBooks main menu, go to Lists > Chart of Accounts.
2. Create a New Account:
• At the bottom of the Chart of Accounts window, click on the Account button and select New.
3. Choose the Account Type:
• In the New Account window, select Income as the account type. This will categorize your cash back rewards as a form of income.
4. Name the Account:
• Name the account something descriptive, such as "Cash Back Rewards" or "Credit Card Rewards Income".
5. Save the Account:
• Once you've named the account, click Save & Close.

By creating this account, you’ll have a designated place to track cash back rewards, which will simplify the process of reporting this income when needed.

Step 3: Record the Cash Back Reward as a Deposit

The next step is to record the cash back rewards you’ve received as a deposit in QuickBooks. This process will capture the cash back reward as income, which will show up in your financial reports.

How to Record the Cash Back Reward as a Deposit:

1. Open the Deposit Screen:
• Go to the QuickBooks main menu and click on Banking > Make Deposits.
2. Select the Bank Account:
• If the Payments to Deposit window appears, click OK. Then, in the Make Deposits window, select the bank account where you received the cash back reward. If the reward was credited to your credit card account, choose that account instead.
3. Enter the Deposit Information:
• In the Received From field, enter the name of the credit card company (or leave it blank if you prefer).
• In the From Account field, select the Cash Back Rewards income account you created in Step 2.
• Enter the amount of the cash back reward in the appropriate field.
4. Add a Memo (Optional):
• In the Memo field, you can add a description of the transaction, such as “Cash back reward for January,” to make it easier to reference in the future.
5. Save the Deposit:
• Once you’ve entered all the information, click Save & Close to record the deposit.

This will record the cash back reward as income in your QuickBooks account, ensuring that it’s properly tracked for financial reporting purposes.

Step 4: Reconcile Your Credit Card or Bank Account

After recording the cash back reward as a deposit, it’s a good idea to reconcile the account where the reward was received. This ensures that your QuickBooks records match your credit card statement or bank account, and that the cash back reward is accounted for properly.

How to Reconcile the Account:

1. Go to the Reconcile Screen:
• From the QuickBooks main menu, go to Banking > Reconcile.
2. Select the Account:
• Choose the bank or credit card account where the cash back reward was credited.
3. Enter the Statement Information:
• Enter the statement date and the ending balance from your most recent statement. The ending balance should include the cash back reward.
4. Match Transactions:
• As you reconcile the account, ensure that the cash back reward is listed as a deposit in QuickBooks. It should match the amount on your bank or credit card statement.
5. Complete the Reconciliation:
• Once all transactions are matched, complete the reconciliation by clicking Reconcile Now.

Step 5: Generate Reports to Track Cash Back Rewards

Once your cash back rewards are recorded and reconciled, you can easily track them using QuickBooks Desktop’s built-in reporting tools. This is especially useful for reviewing your rewards over time and ensuring that everything is accurately recorded.

How to Generate Reports:

1. Go to the Reports Menu:
• From the QuickBooks main menu, go to Reports > Company & Financial.
2. Generate an Income Report:
• Select Profit & Loss Standard or another income report.
3. Filter the Report:
• You can filter the report to show only income from your Cash Back Rewards account by clicking Customize Report and choosing the specific account.
4. Review the Results:
• The report will show all cash back rewards earned during the specified time period, helping you track how much your business has earned from credit card rewards.

Step 6: Ensure Proper Tax Reporting (Consult with Your Accountant)

While recording cash back rewards in QuickBooks Desktop is straightforward, it’s also essential to ensure you’re reporting these rewards correctly for tax purposes. In most cases, cash back rewards that are earned on business purchases are considered rebates, not taxable income. However, if the rewards are earned outside of business expenses or structured differently, they may need to be reported as income.

It’s always a good idea to consult with your accountant or a tax professional to ensure that you’re handling cash back rewards in a manner that complies with tax laws. They can provide guidance on how to categorize these rewards and ensure that you’re not under- or over-reporting income.

Conclusion

Recording cash back rewards in QuickBooks Desktop is a simple process when you follow the steps outlined in this guide. By creating a dedicated income account, recording the reward as a deposit, and reconciling your accounts, you can ensure that your financial records remain accurate and up to date. Additionally, generating reports to track cash back rewards allow you to stay on top of the rewards your business earns over time.

Following these steps will help you keep your financial reporting clean and organized, while also allowing you to take full advantage of the benefits of cash back rewards.