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Community Contributor *

Billable Expenses and Billable Time

Is it possible to summarize billable expense and billable time on customer invoice for a specified period of time? ie Monthly?

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Best answer 08-21-2019

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Intuit

Re: Billable Expenses and Billable Time

Hello,

 

You also need to customize your invoice template.  Click on CONTENT tab and then select the middle section for the details.  See the below screenshot for where to check mark to subtotal groups and collapse activity rows.

 

I would suggest experimenting with your template like this and see how it can show what you want it to.  But these are the main two checkboxes to use to get it to combine like in my previous PDF.

12 Comments
Intuit

Re: Billable Expenses and Billable Time

Hello,

 

Depending on how you invoice, yes you can.

 

Example:

If you invoice monthly on the same day every month, you can create a recurring invoice template for your customer and check mark the box to invoice for unbilled items.  That way when the invoice auto-generates every month it will pull any time or expenses that haven't been billed to your client yet and put them on that invoice for the month.

Community Contributor *

Re: Billable Expenses and Billable Time

What my client is looking for is to be able to total all of the billable pieces into a summary bill.

ie

 

billable hours (group all of the hours for the month) and bill the marked up total as 

Labor for the month of XXX   $0.00

Materials for the month of XXX   $0.00

Subcontractors for the month of XXX   $0.00

 

TOTAL INVOICE amount 

 

as opposed to 100+line items

QuickBooks Team

Re: Billable Expenses and Billable Time

Hello there, @pjbookkpr.

 

I'm here to help share information about the billable expenses and time in QuickBooks Online (QBO).

 

As of now, we're unable to provide a summary of the products when creating/sending invoices to customers. QuickBooks will show all items per line item especially that they came from billable time and expense/bills.

 

As a workaround, you can run a customers report showing their monthly charges so they can see the detailed information and what were the charged. 

 

You can pull up the Sales by Product/Service Detail or the Sales by Customer Detail report, make the necessary customization and click on the Envelope icon beside the Print icon if you wish to send the report to your customers.

 

To learn more about entering billable expenses in QBO, you may check this article: Enter billable expenses.

 

Keep in touch if you have any questions about the billable time and expense in QBO. I'm always here to help!

Community Contributor *

Re: Billable Expenses and Billable Time

I received an email this morning from Marshall that said to see the attached pdf, but it was not in the  email and I don't see it (or his response) on this thread.... Am I missing something?

 

Thanks!

QuickBooks Team

Re: Billable Expenses and Billable Time

Thanks for getting back to us, @pjbookkpr.

 

I'm unable to see a PDF file attached by @Marshall in this thread. If you need the step-by-step process on how to create a recurring invoice, I'd be glad to provide them for you.

 

Here's how:

  1. Click Create ⨁ icon.
  2. Under Customers, select Invoice.
  3. Fill out the form with the information you want to appear on the invoice.
  4. Under Payment Options, choose the types of payments that you accept.
  5. Click Make recurring.
  6. Customize the recurring invoice:
      a. Enter a template name.
      b. From the Type drop-down, choose Scheduled.
      c. On the Options section, mark Automatically send emails.
      d. Set the interval.
      e. Set the Start date to at least one day in the future. Scheduled recurring transactions are automatically created during the first half of the day. 
      f. Change the End date, unless you want this transaction to recur for an unlimited time.
      g. Select Save template.

To learn more about making recurring transactions in QBO, check this out: Create templates for Recurring Transactions. You will be able to see additional resources and detailed steps if you need to edit or duplicate the existing template in this article.

 

Keep me posted if you need anything else with your account. I'm always around to help you out.

Intuit

Re: Billable Expenses and Billable Time

Please bare with me.  I will recreate and post the PDF

Intuit

Re: Billable Expenses and Billable Time

Hello,

 

Please see the attached PDF.  It IS possible to do this, BUT.... in order for QBO to combine all the billable time entries and expenses and billable items, each group that you want to total HAS to have the same exact description for each individual time entry, billable expense, etc.  Otherwise it won't combine them.

Community Contributor *

Re: Billable Expenses and Billable Time

Thank you Marshall, this is exactly what I am looking for.

 

So, if I make every time description the same, and each material description the same, how do we get all of the items to total up on the customer invoice? 

Community Contributor *

Re: Billable Expenses and Billable Time

I was looking for summary invoicing of time and materials NOT recurring invoicing, thanks though...

Moderator

Re: Billable Expenses and Billable Time

Thanks for keeping us in the loop, pjbookkpr.

 

The recurring invoice suggested by MarshallA is just a way to automate your invoicing process.

 

Anyway, you'll have an option to group the time activities for an item when creating the invoice.  Here's how:

  1. Click the Create (+) menu and select Invoice.
  2. Enter the necessary customer information.
  3. Go to the Add to Invoice drawer on the right side of the Invoice page.
  4. You can change the Filter by fields to: 
     • Time
     • This month (You can also set a Custom date range)
     • Group time by service
  5. Click Add to link the Billable time to the invoice.
  6. Click Save and close.

Get back to us if you have further questions.

Community Contributor *

Re: Billable Expenses and Billable Time

Thank you!

Intuit

Re: Billable Expenses and Billable Time

Hello,

 

You also need to customize your invoice template.  Click on CONTENT tab and then select the middle section for the details.  See the below screenshot for where to check mark to subtotal groups and collapse activity rows.

 

I would suggest experimenting with your template like this and see how it can show what you want it to.  But these are the main two checkboxes to use to get it to combine like in my previous PDF.

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