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Enter billable expenses by job

Learn how to enter billable expenses by job.

Add a sub-customer

First thing to do is to add sub-customers.

  1. From the left menu, select Sales, and select Customers.

  2. Select New Customer.

  3. Enter all the appropriate information for that sub-customer.
  4. Select the Is sub-customer checkbox.

  5. From the Enter parent customer drop-down, choose the parent customer.

  6. Choose Bill with Parent.

  7. Select Save.

Once you add a sub-customer, your Customers page will look something like this:

Jane Doe
Jane Doe: Brochures
Jane Doe: Letterhead

Turn on billable expenses

You need set a few preferences before you can start recording billable transactions such as bills and checks. (Note: Turning on this preference activates additional features like tracking expenses and items by customer.)

  1. Select the Gear icon on the Toolbar, then Account and Settings (or Company Settings).

  2. From the left menu, select Expenses.

  3. In the Bills and expenses section, select the pencil icon to open the fields for editing.

  4. Ensure that the following items are checked:
    • Show Items table on expense and purchase forms
    • Track expenses and items by customer
    • Make expenses and items billable
  5. (Optional) Set the markup rate.
  6. (Optional) Change the income account you wish Billable Expenses to affect. By default, Billable Expense Income is selected.
  7. Select Save and then Done.

Enter or record expenses as billable

Now, record expenses as billable.

  1. Create a Bill, Expense or Check.
  2. Fill in the following fields:
    • Account or Product/Service
    • Amount
    • Description: Enter a description of what you purchased for the customer. Note that this appears on the customer's invoice.
    • Customer: Choose the customer who will be billed for the item/expense.
    • Billable: Select the box. If you don't see the Billable column, billable expense tracking isn't set up.
    • Markup (Optional for only some countries): Enter a markup percentage.
    • Tax: Note that this column only becomes available if the Billable column appears and Tax is turned on.
  3. Save the transaction.

Add billable expenses to invoices

After creating the expense for the customer and marking it as billable with the above steps, the next thing to do is add the billable expense to an Invoice.

  1. Select the Plus icon (+) under the Toolbar, then Invoice.

  2. In the Choose a customer field, enter the customer name. Any OPEN billable expenses will populate on the right side of the screen.
  3. Select Add for the billable expense you like to include in the Invoice.
  4. Save the transaction.

Things to know: Optional workarounds to consider

Class Tracking:

You may also choose to use Class Tracking, which allows you to add a class to each transaction and to use the Profit & Loss by Class. Check out Classes and Locations - How can I track different parts of my company?. Class Tracking is only available in QuickBooks Online Plus.

Third-Party Solutions:

For other possible third-party* (see Note below) solutions, select Apps from the left menu, or check out: or From there, you can quickly find third-party solutions for your business and industry needs that integrate with QuickBooks Online.

Note: If you decide to use any third-party services, you're responsible for reviewing and understanding the terms and conditions governing their use. You agree that the third party, and not Intuit, is responsible for the performance of the third-party services.