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Senior Explorer ***
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Unbilled Expenses Purpose and Cancel

I am trying to turn off unbilled expenses. I noticed that we have 2 years’ worth at a value of 2.4 million. I am not sure why they are showing as unbilled because we are billing the items (parts) to the customer accounts via invoicing. Originally we had no idea that this was accumulating and I am not sure why they did in the first place. I plan on unchecking the boxes but going forward would like to know how to stop this from happening.

Best answer 04-30-2019

Accepted Solutions
Moderator

Re: Unbilled Expenses Purpose and Cancel

Thanks for reaching out to us in the Community, @MAINADMIN.

 

I appreciate the details you've provided. I'm here to share information about the billable expense in QuickBooks Desktop (QBDT).

 

Adding or linking a billable expense to an invoice should remove them from the unbilled expenses. Since they're still showing as unbilled, instead of unchecking them one by one, you can pull up the Unbilled Costs by Job report. Here's how:

 

1. Go to the Reports menu at the top.
2. Pick Customers & Receivables and Unbilled Costs by Job.

221.PNG

 

Then, for each Customer:Job name, create an invoice. Here's how:

 

1. Go to the Customers menu at the top and pick Create Invoices.
2. Select a Customer:Job name then, choose the Select the outstanding billable time and costs to add to this invoice? on the Billable Time/Costs popup, then OK.

222.PNG
3. Go to the Items tab and put a checkmark on the HIDE column. This will remove all the billable checkmark for all these transactions.

223.PNG

4. Hit OK.
5. Do the same steps for the other customers.
6. Once done, go back and refresh the report.

 

That should clear your unbilled expenses. If you don't want to have a billable option moving forward, you can turn this off on the Preferences. Here's how:

 

1. Go to the Edit menu at the top, then Preferences.
2. Select Time & Expenses on the left pane, then go to the Company Preferences.
3. On the Time Tracking section, uncheck the Mark all time entries as billable.
4. Hit OK.

 

For additional information, check out these articles for further guidance:

 

 

Please let me know how it goes or if you need anything else. I'm always here to help. Have a good one.

9 Comments
Moderator

Re: Unbilled Expenses Purpose and Cancel

Thanks for reaching out to us in the Community, @MAINADMIN.

 

I appreciate the details you've provided. I'm here to share information about the billable expense in QuickBooks Desktop (QBDT).

 

Adding or linking a billable expense to an invoice should remove them from the unbilled expenses. Since they're still showing as unbilled, instead of unchecking them one by one, you can pull up the Unbilled Costs by Job report. Here's how:

 

1. Go to the Reports menu at the top.
2. Pick Customers & Receivables and Unbilled Costs by Job.

221.PNG

 

Then, for each Customer:Job name, create an invoice. Here's how:

 

1. Go to the Customers menu at the top and pick Create Invoices.
2. Select a Customer:Job name then, choose the Select the outstanding billable time and costs to add to this invoice? on the Billable Time/Costs popup, then OK.

222.PNG
3. Go to the Items tab and put a checkmark on the HIDE column. This will remove all the billable checkmark for all these transactions.

223.PNG

4. Hit OK.
5. Do the same steps for the other customers.
6. Once done, go back and refresh the report.

 

That should clear your unbilled expenses. If you don't want to have a billable option moving forward, you can turn this off on the Preferences. Here's how:

 

1. Go to the Edit menu at the top, then Preferences.
2. Select Time & Expenses on the left pane, then go to the Company Preferences.
3. On the Time Tracking section, uncheck the Mark all time entries as billable.
4. Hit OK.

 

For additional information, check out these articles for further guidance:

 

 

Please let me know how it goes or if you need anything else. I'm always here to help. Have a good one.

Senior Explorer ***

Re: Unbilled Expenses Purpose and Cancel

@FritzF  Thank you for your very detailed and clear response. I am still working on getting all the unbilled expenses hidden but it is working great!

Moderator

Re: Unbilled Expenses Purpose and Cancel

You're most welcome, @MAINADMIN.

 

It made my day knowing that I was able to help you with this. Smiley Very Happy

 

Feel free to swing by the Community again should have questions in the future. I'd be glad to answer them. Take care!

Frequent Explorer *

Re: Unbilled Expenses Purpose and Cancel

I ran the report as described but none of the accounts I am concerned with appeared on the report. I changed the filter to be all accounts but still nothing. 

 

We are a non profit and churches in our association make donations monthly or quarterly and that is the basis for our budget. When I receive a check from a church, I have been entering it as a deposit. However, I need to be able to run a report that shows what each church has contributed for YTD. Currently, not all my churches (set up as customers with Donor as customer type) show up on the report and those that do include all the unbilled expenses from many years back. Help!

 

I am using QBDP 2019. 

 

Thank you!

Moderator

Re: Unbilled Expenses Purpose and Cancel

Hi tcba2016,

 

Unbilled Costs by Job shows the costs you assigned to a specific customer that you haven't yet billed as reimbursable expenses. I'm here to help locate the report you need.

 

Since you've been entering received check as a deposit, you could pull up a Deposit Detail report in QuickBooks Desktop. This will lists all select transactions linked to an invoice and its payment.

 

Let me show you how:

  1. Go to Report.
  2. Select Banking.
  3. Choose Deposit Detail.
  4. Set the date.
  5. Click on Refresh.

I'm linking an article that will provide further information: Use Check or Deposit Detail Reports to show transaction links and mimic Cash Receipt Report.

 

You should be able to see the account you've entered. 

 

Please let me know if you have further questions. I'll be around to keep helping.

Community Explorer **

Re: Unbilled Expenses Purpose and Cancel

It seems as though there are still some transactions are on the report and do not pull up in the invoice "add time/costs". Those seem to be in items in which a customer name is selected but the "billable" box is not selected. Aside from removing the customer name, is there a way to remove those from the unbilled report?

QuickBooks Team

Re: Unbilled Expenses Purpose and Cancel

Hello, lakefrontbelt.

Allow me to take over and help you remove those transactions from the Unbilled report via the QuickBooks Desktop.

 

To show the billable transaction in the invoice, you'll need to select the billable option. Selecting the customer's name without selecting the billable option will not pull up the transaction.

 

 

 

You may want to make sure that the report is filtered to Unbilled only, to ensure that the report is showing all unbilled transactions.

 

Here's how:

 

  1. In the report screen, click Customize Report.
  2. Go to the Filters tab and search for Billing Status.
  3. Choose Unbilled and hit OK.

 

You can get more details in this article regarding customizing a report: Customize reports in QuickBooks Desktop.

 

You can get back to me if you require more information concerning unbilled report in QuickBooks Desktop.

Community Explorer **

Re: Unbilled Expenses Purpose and Cancel

Transactions that use a customer in the Customer:Job field but do not have the Billable box checked, absolutely show up on the unbilled job report (filtered by unbilled). Give it a try.

QuickBooks Team

Re: Unbilled Expenses Purpose and Cancel

Hello lakefrontbelt,

 

Thank you for getting back to the Community. I'm here to help provide clarification about running reports in QuickBooks Desktop.

 

Once you uncheck the Billable box and still add the customer name, it'll only show on the Unbilled Costs by Job report through the Not Billable or Any filter.  I've also tried to replicate on my end, but using the Unbilled filter doesn't show the bill.

 

Check out these screenshots for your visual guidance:

 

 

If you're getting unusual results, you can try running the Verify and Rebuild Data Utility to scan any data issues. For the detailed steps, you can visit the article I recommend down below:

 

Verify and Rebuild Data in QuickBooks Desktop.

 

In case the problem persists, I recommend reaching out to our Support Specialists this time. They'll be able to take over and further check why you're getting these results.

 

Here's how you can reach them:

 

  1. Log into QuickBooks Desktop.
  2. Click the Help tab at the top menu bar.
  3. Click QuickBooks Desktop Help.
  4. Click the Contact Us hyperlink.

Please reach out to me here should you need any additional assistance concerning the QuickBooks report that you need. The Community seeks to serve you.