Billable Expenses

hhbookkeeper · ‎August 12, 2020

My client is an automotive repair shop. They regularly purchase parts to repair customer vehicles and bill the expense of the part back to the customer on the customer invoice. The customer invoice is created on another system called Shopkeep. I am attempting to duplicate what's happened in Shopkeep into Quickbooks online. My question is this: My client has not adequately documented every billable expense. I am able to find some of the billable expenses and not others. [I have vendor bills with parts purchased on them but part numbers on the vendor bills do not match part numbers that have been invoiced OR there are no part numbers at all on vendor invoices.] What is the impact of not having all billable expenses applied to the proper customer? All of the "actual" invoices from the other system [Shopkeep] have been generated and paid for by customer. I am just recreating things on the Quickbooks side for reporting and subsequent tax preparation. Is there any remedy for billable expenses that can not be matched with an actual invoice?

Jovychris_A · ‎August 12, 2020

Hi there, @hhbookkeeper.

Let me add some ideas on how to resolve billable expenses that cannot match with the actual invoices.

Since there's no report that shows purchases and its invoices, make sure to identify the invoices created in Shopkeep. You can check the amounts, discounts, and marked up price of each item created in the invoices.

You can pull up a transaction report that allows you to view register transaction data from Shopkeep. It will serve as your remedy on how to create those invoices in QBO and able to match it with the billable expenses.

If the billable expenses not matched with the proper customer, it will lose track of the associated transactions like invoices.

I've added a video on how to enter billable expenses and associate it with invoices in QuickBooks: Enter billable expenses.

Also, I recommend consulting your accountant for accounting advice in interpreting and matching the billable expenses with the corresponding invoices.

Feel free to post a comment below if you need further assistance. I'm always here to help. Stay safe and well!

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