Thanks for reaching out. It's great that you've found the instructions for billable expenses and got those entered. Once you've marked an expense as billable, it's a simple matter of creating the invoice and adding it. The program makes it easy by bringing up an Add to Invoice sidebar after you choose the customer name so that you don't have to search for the transaction. All you need to do is click Add and you'll be on your way. It should look something like this (Note: I have a number of special fields and options on my invoice that are available through account settings).
Once you click add, the invoice will populate with the information from the expense. If you're not seeing that sidebar, make sure that you've chosen the correct customer both on the invoice and on the billable expense itself.
I hope that helps. Don't hesitate if you have more questions!
I have another question to add to this thread. Once you add the expense from the sidebar and it gets added to the invoice does it
1. become an attachment to the invoice so that the client can see the receipt/expense? and
2. Does the line item for the expense populate the fields of supplier/description and cost/tax breakout clearly without alot of manual work on my end?
We are a consulting company that tends to have many re-billable expenses to our clients for travel costs. We are looking to find a way to have the re-billable expenses added to our invoices in a way that looks like a separate expense report, with line items that populate without alot of manual effort on our part. Can Quickbooks Expense application do this for us?
Many thanks for your assistance!
Love these follow-up questions! I can see how this would be useful for your business and I'll go over how billable expenses work in conjunction with the invoices they get added to.
Say I create an expense with three lines, each of them billable. These three billable lines will be created as separate items that appear in the sidebar I mentioned for you to add to the invoice. When I add them to the invoice, it brings over the description, amount, sales tax, and other details I added to the expense. With QuickBooks, we like to keep the work to a minimum.
If you'd like to test to see if the feature does exactly what you're looking for, try out this QuickBooks Online Canada test drive account. It's filled with mock data and allows you to turn on features such as billable expenses to see what they can do before trying it in your own books. Here's the link: Test drive QuickBooks Online
Give me a shout if you think of anymore questions. I'm here to help!
Thank you Laura for this... I'm trying to upload receipts to create as billable expenses in order to test drive the billable expense portion of my questions to you previously. But, it's not working as I have to register my email etc etc etc. and the test file won't allow this.
We are currently working with QuickBooks online, the pro version I believe, our bookkeeping company owns the license. THey have started us off using Receipt Bank as an app in order to track our company expenses and we've tried now for the last two months to create our invoices with our re-billable expenses from it, and it's nothing short of a pain in the neck and a disaster. We need something seamless, I don't feel like my original questions were answered. Can Quickbooks upload our expenses without alot of manual work onto our invoices, and can they be presented similar to an expense report as an attachment to the invoice?
I am no longer in the program to show you the screenshot, but what I mean is that I cannot upload expense receipts into the program, the response from the program says the files cannot be uploaded...and there aren't any sample billable expenses in the test file for me to use so I can try out the Billable expense feature in Quickbooks...
I want to make sure you get the right support with this. I encourage you to contact our support team using the details below. One of our agents will be happy to walk you through uploading receipts and if there's any troubleshooting which needs to be done, it can be done live. Let me know if you have questions. Otherwise, here are the contact details: