Xpence . Expense Management
Accrued Expenses: How to Use Accrual Accounting to Measure Company Spend
by Rudri Mehta . Published 15 August 23

Accrued Expenses are the financial obligations a company recognizes but has not yet paid. This concept plays a crucial role in accounting, helping businesses accurately reflect their financial position.

To accrue an expense is to acknowledge a debt before it’s settled. On the other hand, accrual accounting is a method that records transactions when they occur, not when the money is exchanged. This approach is essential for modern business finance, providing a transparent and honest picture of a company’s financial health.

Understanding accrued expenses and accrual accounting is vital for precise financial reporting, effective budgeting, and sensible cash flow management.

Let’s dig deeper into how these concepts shape how companies measure and manage their spending.

Understanding Accrual Accounting

Accrual accounting is a method that recognizes revenue and expenses when they are incurred, not when cash is exchanged.

This approach focuses on the accrual basis, recognizing liabilities and showing the difference between cash and accrual systems. It’s like keeping a detailed book of financial promises, both incoming and outgoing.

Why does this matter for businesses?

Accrual accounting helps track incurred and outstanding expenses and accurately depicts a company’s financial health. Getting clarity is the key goal for adopting this approach.

Accrual Accounting vs. Cash Accounting

Differentiating Factor Accrual Accounting Cash Accounting
Basis of Accounting Recognizes revenue and expenses when earned or incurred, regardless of when cash is received or paid. Records revenue and expenses only when money is actually received or paid.
Timing of Recognition Records transactions as they occur, reflecting a more accurate picture of a company’s financial health. Recognizes transactions only when cash exchanges hands, which may not align with the company’s financial activities.
Matching Principle Follows the matching principle by matching revenues with related expenses, providing a more accurate representation of profit. May not accurately match revenues and expenses, potentially leading to fluctuations in reported profit.
Complexity Generally more complex due to the need to track accruals, prepayments, and adjustments. Simpler to implement and maintain since it only deals with cash transactions.
Financial Reporting Often preferred for financial reporting as it provides a more comprehensive view of a company’s financial position. May be suitable for small businesses with straightforward cash flows but may need to meet reporting standards for larger entities.
Compliance Requirements Commonly required for publicly traded companies and those with significant financial complexity. Often acceptable for small businesses, especially if they don’t have complex financial activities.
Decision-Making Provides a better basis for decision-making as it reflects a company’s financial performance. May not provide an accurate view of a company’s financial situation, potentially affecting decision-making.

What is an Accrued Expense?

A company’s financial obligation that is acknowledged but not yet paid is known as an accrued expense. Accrued expense accounting is a crucial concept in which a charge for a product or service is recognized, but the payment is postponed. The expense amount is recorded as a liability and included in the accounts payable.

For instance, if a business receives a utility bill in January but plans to pay it in February, the expense is accrued in January’s financial records. This practice ensures that the company’s financial statements accurately reflect the expenses incurred within the correct time frame.

Recording and Reporting Accrued Expenses

Accurate record-keeping of accrued expenses is essential for making informed decisions and managing finances responsibly.

Recording an accrued expense involves a specific process. A debit is made to the appropriate expense account, reflecting the cost incurred. Simultaneously, a credit is recorded to indicate the outstanding liability. This process is meticulously documented in accounting books, ensuring clarity and precision.

Accrued expenses play a significant role in financial statements. They help maintain compliance with accounting standards and provide an accurate view of a company’s cash flow statement.

A company’s financial health could be misrepresented without properly recording accrued expenses. This practice is a fundamental aspect of transparent financial management.

Relation Between the Accrued Expenses and Expense Accounts

Accrued expenses directly impact financial statements, influencing balance sheets and income statements. They affect the liability, debit, credit, and outstanding expenses, providing a more accurate picture of a company’s financial position.

Expense accounts record these accrued expenses with specific attention to detail. For example, an unpaid utility bill is registered as a liability until it’s paid, reflecting the true financial obligations of the business.

On the other hand, prepaid expenses are costs paid in advance for goods or services to be received in the future. Unlike accrued expenses, they are recorded as assets. Managing prepaid expenses requires careful tracking and understanding of when goods or services will be received.

Accrual management is vital in handling prepaid expenses and accrued expenses, ensuring that the financial records are transparent and accurate.

Accrual Management and Payables

Managing accruals require careful attention and effective strategies:

  • – Timely Recording: Ensure that all expenses are recorded promptly as they are incurred, even if the actual cash payment is delayed. This provides a more accurate reflection of your company’s financial position.
  • – Tracking Payables: Regularly monitoring unpaid bills and accrual payable ensures accuracy.
  • – Integration with Financial Systems: Using specialized software or methods to align accruals with the financial picture.
  • – Regular Reconciliation: Periodically reconcile accruals with actual payments to identify any discrepancies. This helps in maintaining the accuracy of financial records.
  • – Vendor Communication: Maintain open communication with vendors to understand their billing cycles and payment terms. This allows for better planning and management of accruals.
  • – Segregation of Duties: Implement clear roles and responsibilities within your finance team to ensure that accruals are managed efficiently. This includes roles for recording, reviewing, and approving accruals.
  • – Automation: Utilize expense management software and automation tools to streamline the accrual process. This reduces the risk of manual errors and enhances efficiency.
  • Accrual Budgeting: Develop a budget including cash and accrual expenses. This helps in aligning financial goals with accrual management strategies.
  • – Audit Trail: Maintain a detailed audit trail for all accruals and payables. This ensures transparency and simplifies the auditing process.
  • – Compliance Monitoring: Stay updated with accounting regulations and accrual compliance requirements. Ensure that your accrual management processes adhere to these standards.

Budgeting and True-Up Accounting

Accrued expenses play a vital role in budgeting. They must be included to reflect the real financial picture, focusing on incurred expenses, outstanding expenses, and future forecasting.

True-up accounting is a process that reconciles discrepancies between different financial records. It’s like a financial detective, finding mismatches and making corrections. This practice is essential in ensuring that the books are accurate and that the financial statements are trustworthy.


Accrual accounting, focusing on accrued expenses, is a cornerstone of transparent and proper financial management. From defining the principles of accrual accounting to detailing the process of recording accrued expenses, this method offers an accurate picture of a company’s financial health. It’s about responsibility, clarity, and informed decision-making.

Automate Your Expense Management with Xpence

Xpence offers complete budget oversight through virtual card management, supported by live analytics for transparent spending monitoring. Say goodbye to time-consuming expense reports and reimbursements.

We can help you

  • – Streamline your bookkeeping
  • – Automatically categorize detailed transactions and
  • – Prompt employees to add essential information with each Xpence card use.

Empower your team with Xpence Visa cards, whether physical or virtual, instantly available for purchase necessities. Choose delivery to the office or home addresses, and embrace hassle-free expense management with Xpence.

You might like
Select your Country
Select your Language

Xpence Bahrain Ltd WLL Bahrain Fintech Bay, Arcapita Building, Building 551, Road 4612, Block 346, Manama Seafront, Kingdom of Bahrain
Subscribe to our newsletter
Get our latest news and products.
Xpence App
Manage your expences on the go.
Connect with us
Share your Xpence experience.
The Central Bank of Bahrain has confirmed that “Xpence Ltd.” is authorised to participate in the Fintech Regulatory Sandbox in the Kingdom of Bahrain and is henceforth granted authorisation to operate as a “Sandbox Ancillary Service Provider” for a limited period.
Copyright © 2024, Xpence, the Xpence logo, this website and all images are the copyright of Xpence Global Holdings Ltd, and may not be used or reproduced without the consent of the owner.