I just migrated data to QB online and i when I try to delete old employees or make inactive it won't let me because of unbilled charges.

Hi Muffy8366,

Good job on migrating your data to QB Online! I'd be happy to give you a hand with figuring out where the unbilled charges are coming from.  

To fix this issue, you'll have to run a report which shows unbilled charges. Here's how you can navigate to that report: 

1.     Go to the Reports menu.
2.     Look for Uninvoiced Charges or Unbilled Charges report. 
3.     Check if the employee that you're trying to delete is used in one of the transactions.
4.     Click the transaction to open it.
5.     Uncheck the Billable box.
6.     Click Save and Close.              

Once done, try deleting the employee to see if that works. You can also reply to this thread if you have any follow-up questions. I'll be on standby. :) 

Great job on running that report. The best way to delete the unbilled expenses would be using this tool. The tool will delete ALL unbilled expenses on the account. If you don't want to delete all the unbilled expenses using this tool, the only other option would be deleting them one by one. Keep in mind that you'd have to be logged in on your QB account in order for the tool to work. Let me know what happens when you try this. I'll be on standby. 

Could you send me a full screenshot of the browser page where you're seeing the "Page Not Found" error? Make sure to include the URL of the site in the screenshot. 

Great screenshot by the way! Let's try this a different way. Could I have you access this link https://qbo.intuit.com/app/managebillableexpense using a private/incognito window? Once you visit the link, it should ask you log into your QB account. Try this and let me know what happens. 

Hello Muffy8366,

You can pull up the Uninvoiced charges report to see the unbilled charges. Let me help you get the report.

1. Click Reports.
2. Enter Uninvoiced charges.
3. Change the Report period, then click the Gear icon beside the Export icon.
4. Mark the Employee box.
5. Click Run report.

Once done, unlink the expense charge associated with the old employee and consult your accountant on how to handle the unbilled charges. Then, try deleting your employee again.

I've also added this handy article for future reference: Employees and payroll for QuickBooks Online.

Please don't hesitate to comment below if you have other concerns. We're always here to help.

I'm having the same issue. 

I did use the "Hide Unbilled Expenses" tool, and that worked brilliantly. 

I can now make suppliers and other accounts inactive. 

But I'm also having the same issue trying to make Employees inactive. 

I do not seem to have an "Uninvoiced Charges" report available, either in the list, or in search.

I have an Essentials account, but I am not yet subscribing to Payroll or Time Tracking.  

I can view individual Time Entries, and unclick the 'billable' box, but there does not seem to be any way to batch update these time entries. 

Any help would be much appreciated. 

Hi there Metropolis,

I'm happy to hear that you were able to move your data over to QuickBooks Online. It's important to make sure your books are set up correctly. I can assist you with these unwanted unbilled charges.

The reason you aren't seeing the Uninvoiced charges report listed in your reports is that it's available to the Plus subscription as making things billable is a feature available in that plan. One way to search for time entries would be to navigate to the Magnifying glass at the top right of your screen and select View more at the bottom of that menu. You can then select to view Time Activities to view a list of all of them. You can click on one to be able to go and modify it, then remove the checkmark where it says that it's billable.

I hope these steps help. If you have any more questions, feel free to reach out here.

Hi Alex, thanks so much for the quick reply. 

Thanks for that work-around. 

I have about 20,000 time charges, so I don't think it's tenable to do them one-by-one, 

Is there a way to batch them?

Would I be able to batch them with the Uninvoiced Charges report? 

According to this list, it's supposed to be included in the Essential plan.

https://quickbooks.intuit.com/learn-support/en-ca/reports/reports-included-in-your-quickbooks-online... 

If I upgrade to Plus will I be able to batch them?

Can I downgrade back to Essentials once that's completed? 

Thanks

Hi there Metropolis,

Thanks for your reply. I appreciate that you've shared some additional details on this issue, and I want to ensure that we're able to get this sorted out for you so you can use QuickBooks Online to the best of your ability and get back to doing what you love sooner. I have an idea of a report that'll work for what you need, so let me explore that with you.

While the article you've shared lists an Uninvoiced Charges report, I was unable to find that report on my list of reports in my QuickBooks Online Essentials test account. What I did find was the Unbilled charges report. I entered some billable time activity, then ran the Unbilled Charges report and I was able to view all of the billable time that I had entered that hadn't yet been invoiced. I then created an invoice and added that billable time to it, which cleared out my Unbilled Charges report. 

In this case, since you're trying to clear this unbilled or uninvoiced time rather than invoice for it, you'll want to run the Unbilled Charges report and click on each transaction to uncheck the Billable checkbox. Even with QBO Plus there isn't a way to batch uncheck the billable checkbox. I can see how with 20,000 time charges that this would be a very time-consuming task, so I'd encourage you to submit Feedback on how a batch feature would make doing your books easier. I'd also like to point you in the direction of our article on What to expect when you switch from QuickBooks Desktop to QuickBooks Online. If you run into any other challenges that have been posed as a result of the migration from QBDT to QBO, you may find some answers there.

Let me know if there's anything more I can do to help. I wish you all the best and hope you have a great day!

Thanks Rebecca, 

so, to clarify, you're saying that the only way to address this is to manually update each record?!?

Twenty. 

Thousand. 

Times!

? 

That's correct @Metropolis, the only way to address the billable time entries is to manually update each record. I hope you'll consider submitting feedback on this as I advised above. I'll be sure to pass it along on my end as well because I know that a batch option would be beneficial in situations like these.

I see how that can work, but by doing that, I'd remove the expense from showing up under the appropriate customer, which I don't want to do. I have already invoiced the customer for these expenses, charging by item number, and don't want to lose this data. How do I clear out the unbilled expenses, make the vendor inactive, and NOT lose the vendor's charges associated with the customer? 

Hi Destef. The function you've described above isn't available in QuickBooks. I can see the benefit of having this function and I encourage you to send feedback about this to our engineers. You can send feedback by clicking on the Gear icon and looking for Feedback. Let me know if you have other questions by leaving a comment below. I'll be one message away.