Reclaiming approved travel expenses from client

tuwilliger · ‎September 17, 2019

Hi all,

One of my clients approved a travel expense but asked me to pay for it first then reclaim with them.

I'm not clear how this should be set up and sent to them in QB so the records reflect it as an expense. I assume it's not the same as issuing another invoice like a paid service?

Clear steps appreciated (and thanks!) - new to this!

EmmaM · ‎September 24, 2019

Hi Emma,

The best option is to do biilable expenses.Firstly you would need to turn this on.

To do this go to the cog in the top right>account and settings>make expenses and items billable>turn this on>save

Next create the expense or bill as normal, in the box that says billable put in a tick in the box that says customer select the clients name>save

Then when you want to invoice for that to the client.You can go to client in customers and there will be a billable expense there,under action select create invoice and it will have pre filled in details and you can add lines if needed if not just save and send/save and close depending on what you want to do.

Any questions on this let us know

Emma

View solution in original post

EmmaM · ‎September 17, 2019

Hello

Thanks for reaching out to the Community.

We just need confirm a few things and we can go through some options.Are you using the Plus product for QuickBooks Onlne? If so we have the option of doing a billable expense and passing the cost back on to the customer to pay when you invoice them and linking the transaction.if you are on the Simple Start or Essentials package we can look at other options for you.

Thanks

Emma

tuwilliger · ‎September 18, 2019

Thanks @EmmaM

Yes, Plus version.

tuwilliger · ‎September 24, 2019

Hi @EmmaM ,

Can you provide some further info here, please? Thanks.

EmmaM · ‎September 24, 2019

Hi Emma,

The best option is to do biilable expenses.Firstly you would need to turn this on.

To do this go to the cog in the top right>account and settings>make expenses and items billable>turn this on>save

Next create the expense or bill as normal, in the box that says billable put in a tick in the box that says customer select the clients name>save

Then when you want to invoice for that to the client.You can go to client in customers and there will be a billable expense there,under action select create invoice and it will have pre filled in details and you can add lines if needed if not just save and send/save and close depending on what you want to do.

Any questions on this let us know

Emma

ZacDOP · ‎October 09, 2020

Is there another way to do this with QB Simple Start?

Ashleigh1 · ‎October 09, 2020

Hello ZacDOP,

Thanks for posting on this thread.

The feature of bills and payments is not included on the simple start product you would need to upgrade to the essentials package to be able to use this feature.

GaryDyson · ‎April 13, 2023

Hi,

I have the exact same query about billable expenses to clients and how these are reflected in the invoices I send out.

I am using Quickbooks Self-Employed and cannot find the account and settings>make expenses and items billable to turn this on?

Please can you advise / direct me on how to do this in QB SE.

Thanks,

Gary

Nicole_N · ‎April 14, 2023

Hi there, Gary. I'm happy to impart some information you need about adding billable expenses to an invoice.

The Billable Expense feature is only available in QuickBooks Online (QBO) Plus and Advanced. If you want to utilise this feature, you'll want to consider switching from QuickBooks Self-Employed (QBSE) to QBO. Don't worry, you can create a free trial account using this website to include the expense on invoices: QBO Plans and Pricing.

Please note that you can't switch back to QBSE once you upgrade to QBO.

In case you'll want to explore QBO, check out these resources for complete instructions on handling expenses and invoice payments:

I'll be around if you have further questions or concerns about billable expenses. Just leave a comment down below. Stay safe.

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Reclaiming approved travel expenses from client