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Level 1

"Batch mark unbillable expenses without invoicing" This procedure simply does not work. I get "this file has been deleted" Any ideas?

Have moved from QB Desktop to QBO. Have many very old clients going back 15 years or more, but cannot delete as they have "Unbilled Charges" I am a bit stuck, I have a large unwieldy database.
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Moderator

"Batch mark unbillable expenses without invoicing" This procedure simply does not work. I get "this file has been deleted" Any ideas?

Thanks for coming here, RickAllan.

 

You can run a report for Unbilled Costs by Job as well as the Time by Job report in QuickBooks Desktop. Use these report as your reference and create an invoice for each customer:job with unbilled expenses. Then, use the Add Time & Costs button to remove the unbilled expenses.

 

Here's a step-by-step guide on how to achieve this:

 

  1. Let's open the report and go to Reports. Then, choose Customers & Receivables.
  2. Select Unbilled Costs by Job.
    1.PNG
  3. Take note of one customer with unbilled expenses and create an invoice for it.
    2.PNG
  4. Go to Customers menu and click Create Invoices.
    3.PNG
  5. Fill in the Customer:Job and click the Add Time & Cost icon.
  6. A Billable Time/Costs window will open. Mark the Select the outstanding billable time and costs to add to this invoice? option and click OK.
    4.PNG
  7. Click each tab to see all unbilled entries.
  8. Click the Hide column for each unbilled entries. Then, click OK.
    5.PNG

 

Now, here's how to run the Time by Job report, you'll need to enable the Time Tracking feature through the Preferences window. I'll show you how below:

 

  1. Click the Edit tab at the top menu bar.
  2. Select Preferences.
  3. Click Time & Expenses.
  4. Go to the Company Preferences tab.
  5. Below Do you track time?, click Yes.
  6. Click OK.

Once done, the Time by Job reports will now show on the Jobs, Time & Mileage section.

 

Here's how:

 

  1. Click the Reports tab at the top menu.
  2. Select Jobs, Time & Mileage.
  3. Click Time by Job Summary or Time by Job Detail.

Learn more about customizing reports in QuickBooks Desktop through this article: Customize reports in QuickBooks Desktop.

 

I can only imagine how much effort you will be needing to complete this task. Please know that we are working on to come up with an easier and more convenient way to remove those unbilled expenses given the amount of date that you're working on.

 

Feel free to comment below if you have further questions. I would appreciate the opportunity to help you with your concerns.

Highlighted
Level 1

"Batch mark unbillable expenses without invoicing" This procedure simply does not work. I get "this file has been deleted" Any ideas?

Thanks for the prompt response.

 

I do understand I can run reports and deal with Unbilled Charges in this way, however, I have several hundred clients going back to 1999 many of whom, have dozens of Unbilled Charges.

To remove these one by one would take me years.

 

The feature "Batch mark unbillable expenses without invoicing" which is in the Help files, would be an ideal solution, but it does not work. That is my problem in a nutshell.

 

Thanks.

Highlighted
Level 1

"Batch mark unbillable expenses without invoicing" This procedure simply does not work. I get "this file has been deleted" Any ideas?

I'm afraid we are not on the same page. I am running QB Online and migrated from Desktop over 18 months ago.

 

Do you have a method that will work for me?

 

Thanks

Highlighted
Level 11

"Batch mark unbillable expenses without invoicing" This procedure simply does not work. I get "this file has been deleted" Any ideas?


@RickAllan wrote:

I'm afraid we are not on the same page. I am running QB Online and migrated from Desktop over 18 months ago.

 

Do you have a method that will work for me?

 

Thanks


@RickAllan 

 

Since you mentioned you've migrated from Desktop over 18 months ago and probably already added new transactions in QBO by now, there is no batch app available that will work as I understand it.

 

My best advice is to give them a call and ask to elevate the case and see someone at Support can help you.  Good luck.

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