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Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

 
20 Comments
Moderator

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

We can run the Uninvoiced charges report, rogeraf.

 

This report displays the list of your billable expense charges. Then, we can filter to show only the data for the specific customer.

 

I'll show you how:

 

  1. Click the Reports tab.
  2. Enter and select Uninvoiced charges in the Find report by name search box.
  3. Click Customize.
  4. In the Rows/Column drop-down, select Customer.
  5. Go to the Filter drop-down.
  6. Tick Transaction Type and select Billable Expense Charge.
  7. Select a customer in the Customer drop-down.
  8. Click Run report.

 

I've also added these articles that talks about Projects in QuickBooks Online:

 

 

You always have me if you still need my help!

Level 11

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

@rogeraf 

 

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

 
No, you're not missing anything. Even such a simple report doesn't exist in QBO at this time.
Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

OK, let me get this straight:

 

In Desktop expenses to a customer or project are flagged as billable or unbillable.  Therefore, at any time you can have  billable, unbillable and billed.

 

In QBO it looks like you have "billable yes" and "billable no".  When you invoice a client "billable yes" is converted to "billable no" so you lose all records of unbillable expenses?  That seems remarkable if i am understanding correctly!

 

But you are saying there is no way to generate a report of all of the "billable no" items?

 

Also no way to report all of the expenses associated with a client or a project?  That seems quite remarkable since that implies all the data is lost and cannot be recovered after you invoice the client or project.

 

Any assistance is much appreciated!

 

Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Thanks, but you misread my question.

 

I am looking for a report on the "billable no" items assigned to a client or project.  See comments on next post.

Moderator

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

It's good to have you back here, rogeraf.

 

Pulling up the Unbilled Charges report and customize it shows your billable expenses that are still unbilled to a client or project. You may want to refer the steps provided by my colleague above to get the information needed.

 

For more detailed information on how to customize reports, here's an article you can refer: Customize reports in QuickBooks Online.

 

I'll be around if you have any other concerns.

Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Hi GlinetteC,

 

Thanks for the feedback, but maybe I am being unclear.  Forget about billable, etc. and lets simplify the question.......

 

How can i generate a report for all of the expenses assigned to a customer irregardless of whether it is billable or not?  I can generate a time report that shows the total amount of time on a customer, but I cannot generate an expense report that shows the total expenses assigned to the project.

 

Am i just missing something?  Should be needed by anyone doing time&materials work.

 

Thanks in advance for any feedback.

Moderator

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Thanks for getting back to us, @rogeraf.

 

To see all the expenses and time you haven't added to an invoice, you can pull up the Unbilled time and expenses report for each customer. This can be done by going to the Project Reports tab in the Project menu.

 

Here's how:

 

  1. In QuickBooks Online (QBO), go to the Project menu at the left pane.
  2. Click the customer's name, then proceed to the Project Reports tab.
  3. In the Unbilled time and expenses, select View to open the report. 

 

Just in case, I'll add these articles for future reference:

 

 

Please know that I'm only a few clicks away if you have any other questions or concerns. I'll be here to assist. Have a wonderful rest of the day!

Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Hi  FritzF,

 

Thanks for the feedback, but again it is missing my question.  There are three states a bill can have:

- Billed

- To be billed

- Not billable

 

When our bookkeeper enters bills i need to be able to easily review for errors as to whether they are entered correctly as "to be billed" and "not billable".  I also need to identify the "not billable" for clients occasionally.

 

So the question is: How can i get a report of all bills that are labeled as "not billable"?  I know this status is maintained internally in QBO since you can calculate: "total number of bills" - "bills paid" - "bills to pay" and you don't get zero if you have "not billable" bills.  I just cant figure out how to do a report???

 

Any ideas?

QuickBooks Team

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Hi there, @rogeraf.

 

I understand that you want a report where you can track non-billable bills.

 

I recommend pulling up the Transaction List with splits then customize it for you to see the non-billable bills. 

 

Here's how:

  1. Go to the Report tab.
  2. In the Find report by name bar, search the Transaction List with splits.
  3. Click on Customize.
  4. Select the Row/Columns and put a checkmark beside Billable.
  5. Click on Filter, then choose Bill as a Transaction Type.
  6. Select Run report.

This report will both show the billable and non-billable transactions. You'll want to export it so you can take out manually the billable transactions.

 

I'm attaching these articles for future reference:

 

If you still having some confusion, don't hesitate to comment below. I'd be glad to help you. Thank you.

Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Are you even reading  my message?  This has absolutely nothing to do with the question.

Moderator

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

I know you've been through a lot already, rogeraf.

 

Let's get this sorted out. The suggested report given by my colleague by running the Transaction Lists with splits will give us the information needed. We'll have to make sure that the Customer/Client box is also checked mark so we can easily track those expenses that are unbilled to clients.

 

The screenshot below will show you how reports will appear:

 

This report displays your both billed and unbilled transactions.

 

If in case you're interested in exporting your reports, you can refer to this article for the detailed steps: Export your reports to Excel from QuickBooks Online

 

Please tag me directly if there's anything else I can do to help. Thanks!

Level 1

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

I know what you are saying and what you want, because I'm trying to do the same thing!

 

I want to run report of all the expenses that were entered into QB for the month.  That report has a column that says 'billable,' and beside each expense it says 'yes,' or 'no.'  

 

And there is also a column that says customer.

 

There is a report just like this for employee time.  But we definitely need this for all expenses.  It's not about seeing which billable expenses have not yet been billed, but maybe I forgot to click the 'bill to client' button and now I will never know about it!  If I could run a report and see something that I know should have been billed to a client but it says 'no,' in the billable column then I know I made a mistake and can fix it!!!

QuickBooks Team

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Thanks for joining us here, kjbj.

 

We appreciate and have taken note of your feedback about the the billable expense report in QuickBooks Online.

 

For now, the only to determine if a transaction wasn't tagged as billable is if the Billable column (Transaction List with Split report) is blank. If you can see that the transaction does not have a Yes under this column, you can click on the amount to open the transaction. Then, edit the transaction accordingly.

 

Visit us again in the Community if you need anything else. 

Level 1

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

I'm looking for this exact same thing. I'd like to know all expenses in a specific project that are:

 

Billable

Non-Billed

 

There have been times where I've forgotten to check off billable on a Bill Entry. The only way I caught my error was when I collected all my  invoices and attached my invoices/receipts. Sometimes this happens months after a project is completed. Thank god I did it sooner rather then later, this would have been a $10K mistake for my small business. 

 

There needs to be a way print a summary.

Moderator

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Thanks for joining this conversation, @NDura.

 

While the option to pull up an expense report for a specific project is currently unavailable in QuickBooks Online (QBO), you can use the Transaction List with Split report as a workaround.

 

You can follow the steps shared by my colleague Rubielyn_J above for the detailed steps on how to pull up the report.

 

Once done, just click the Print (between Email and Export) icon at the top right to print it.

 

I can see how having this option would be helpful for you, and I'll take note of this. Our Product Engineers are always looking for ideas from users on how to improve QBO.

 

Just in case, I'll add this article for more information about managing reports in QBO: Run reports in QuickBooks Online.

 

Please leave a comment in this thread if you have any other questions. I'm more than willing to help. Have an amazing rest of the day!

Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

OMG  Rogeraf...I feel your pain.  I'm looking for a similar report and my head is spinning reading this thread.  If this were QBDT...we'd both have the report we need without all this confusion.  

 

I'll keep reading just in case your issue has been resolved.   I need that report too.

 

 

Level 2

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Transaction List with Splits is not available in every version.  I need this same report for a client and am unable to help him because of the reporting limitations in QBO.

 

Is there another report that would work here?  I have not been able to find it.

 

 

 

 

Level 1

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Yes!!  Me too - I used to get a report showing billable/not billable/not yet billed in QB desktop - PLEASE create this report in QBO!!  It is an important report.  I am so frustrated trying to create something similar but nothing is really working.  This is a huge oversight on the part of the developers.

 

Level 1

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

I am also looking for this, and the reply from Quickbooks is zero helpful. Disappointed. The transaction split report is great, but not useful because I am looking for a report that I can easily calculate how much of our expenses each month are billable versus not billable. It's key for our business to be able to see the general numbers, and also to double check that we aren't missing anything. 

 

As it is currently, no matter how I manipulate this report, I am unable to get this information without exporting to excel, and spending ALOT of time removing the duplicate amounts. If I leave the Accounts Payable Account in, it will show me billable labels in the billable column (yes), but if I remove the Accounts Payable account through customization, it removes the label in the Billable column, thereby removing any point of me running this report.

 

Frustrating.

QuickBooks Team

How can i get a report of billable and unbillable/billed expenses for a specific customer or project? Am i missing something?

Thank you for giving us this feedback on how important this report is for you and your business, @njabaut. Clearly, others agree with you and would like for Quickbooks Online to have this available.

 

The best suggestion I have (after my colleague FritzF's suggested workaround) is to give us that feedback from within your account.

  1. Select the Gear icon at the top, then Feedback.
  2. Enter your comments or product suggestions then select Next.
  3. You'll be provided a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
  4. From the drop-down, choose the appropriate category, then select Send message.

Your thoughts are very valued and I appreciate you taking the time to submit that to us. If you have any more questions, please don't hesitate to respond to this post and one of us will happily help!

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