HighGrass, Follow Littleriver1's advice to set up the expense part of the equation. There are 2 ways to account for the cash you spent. 1. You can write yourself a re-imbursement check for the amount of the gas, oil, and parts. Use the correct expense accounts on the check template. This is the easiest. 2. Go back to Chart of Accounts, click account (bottom right) click new, and set up a new account named petty cash, I don't run a petty cash fund, so you can check the QUickbooks manual or help for details on setting that up.