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jeffbean
Level 4

Can I use Product/Service to bill clients for Billable Expenses?

We have consultants traveling to client sites and billing our clients for travel expenses. I've got the consultants capturing these receipts, reviewing them, entering Expense information, they are Billable items showing in the Add to Invoice window and available to add to the invoice. That much works fine.

 

When the Billable Expenses are added to the invoice, the only information showing on the invoice from these Billable Expenses are the Date, Description and Amount fields. The Product/Service field sits empty and unused.

 

I have setup the Product and Services List with various categories of our billable travel expenses (e.g., lodging, airfare, transportation, meals). But if I choose a Product/Service for an added Billable Expense, QBO removes the Description and Date and zeroes out the Amount. All the information from the Expense is lost.

 

The Product and Services function seems tailor-made for what we're trying to do, but it doesn't work with Billable Expenses that have already been added to the invoice.

 

(I had thought that the Expense Item Details function might work to set a Product/Service for Billable Expenses before adding them to the invoice. But that doesn't work, either. None of the Product/Services I have created are available on that screen. Also, doing more research here I learned that the Item Details is intended just for use with inventory. Our travel expenses are not inventory.)

 

What am I missing?

Solved
Best answer June 10, 2021

Best Answers
Joesem M
QuickBooks Team

Can I use Product/Service to bill clients for Billable Expenses?

Thanks for sharing the details with me, @jeffbean.

 

I can see how this option would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience. Also, I’d appreciate it if you send your product suggestions straight to our Developers. They'll be able to review and put this to work immediately.

 

Here’s how to send a product request: 

 

1. Click the Gear icon.

2. Select Feedback.

3. Enter your suggestion.

4. Click Next.

5. Click Skip and send a message.

6. Select a Category.

7. Click Send a message.

 

While we continue to make your experience with us even better, I'd encourage you to visit our QuickBooks Online Blog to be updated about our latest happenings. Through this, you're able to get the newest news, features, and updates about QuickBooks Online and what our Product Care Team is working on.

 

For other related articles you can use in the future, you may also refer to this helpful link: Income and expenses for QuickBooks Online.

 

If you have any other concerns, feedback, or questions, don't hesitate and come back to the Community. I'm always here to help you. Have a great day.

View solution in original post

jeffbean
Level 4

Can I use Product/Service to bill clients for Billable Expenses?

Well this is intriguing.

 

I'm the original poster. I've now had four "Quickbooks Team" members respond to my question. The first said my browser was malfunctioning. The second gave directions that didn't match my interface in the slightest. The third completely ignored Products and Services List which was the core of my question. Now the fourth comes along, tells me to send it to QBO developers as a product suggestion, then marks his response as the "solution" to my question.

 

It does not solve my question. It remains unsolved.

 

 

View solution in original post

8 Comments
Maybelle_S
QuickBooks Team

Can I use Product/Service to bill clients for Billable Expenses?

I want to ensure this is taken care of, @jeffbean.

 

There are times that the browser is full of frequently-accessed page resources, thus accumulating and corrupts the browser cache causing the runtime user interface to malfunction.

 

To start, access the QuickBooks account using a private/incognito browser. You can use the shortcut keys below:

 

• Safari: Command + Shift + N 

• Google Chrome: CTRL + Shift + N

• Mozilla Firefox or Microsoft Edge: CTRL + Shift + P 

 

Once you're in, enter your billable expenses again. If you're able to do so, we'll go back to your regular browser and clear the cache to get rid of the stored junk files.

 

If the same thing happens, you can use other supported browsers. It could be that the one you're currently working on has a temporary issue with QuickBooks.

 

I've got a link here that provides you with articles about managing expenses and vendors: Enter expenses, pay bills, and write checks

 

Please know that you can always get back to us if you have other questions. I'm more than happy to help. Take care.

jeffbean
Level 4

Can I use Product/Service to bill clients for Billable Expenses?

@Maybelle_S  Thank you for your response.

 

When I posted this, it appeared to me that QBO was functioning as it was intended, it just functioned poorly. When I choose a Product/Service from the pulldown menu on the line item of a Billable Expense, it immediately deletes the Description and zeroes the Amount. I did not think this was a malfunction.

 

This has been how it has functioned for more than a year, across three different browsers.

 

To be sure, I did test it twice, as you suggested, both in a private window (Firefox) and incognito (Chrome). Same result. 

 

I still don't believe this is a malfunction. If it were, that would be great, because then I would ask what QBO will do to get it fixed. If this is a malfunction, please be clear and confirm that QBO is not supposed to function this way.

 

If however, as I suspect, this is another instance where two QBO functions do not work well together, I would appreciate hearing of any workaround or some other approach that might be better.

DivinaMercy_N
QuickBooks Team

Can I use Product/Service to bill clients for Billable Expenses?

Hi there, @jeffbean.

 

Thanks for getting back here. I appreciate also the information you shared about your concern. Please allow me to give additional details about making your items billable to your clients.

 

Item Details in the Bill or Expense will show your products and services for each type (Inventory, Non-inventory, and Service). Just make sure that the I purchase this product/service from a vendor box is checked, so you can select it on the drop-down. Here's how:

  1. Go to the Sales menu and choose Products and services.
  2. Look for the items you want to show on the drop-down and click Edit.
  3. Scroll down to the Purchasing information section and check the box for the I purchase this product/service from a vendor .
  4. Once done, select Save.
  5. Then, go back to the Bill or Expense form and go to the Item details section.
  6. Click the drop-down and you'll now see the products or service you need to add. 

01.PNG

 

Also, when you enter your billable travel expense categories in the Category details section, the invoice will only show the Date, Description, and Amount. The category name itself will not appear because this is not a product or service. Categories are linked to accounts in your Chart of Accounts and a sales form requires an item. This is why selecting a product on invoices overwrites the info. 

 

To help you with this, you can use the Description field of the expense or bill to input the details you want your clients to see. It will be automatically copied to the invoice and save you time. 02.PNG

 

For your reference, please see this article: Enter billable expenses

 

Lastly, to help you keep track of what items you buy or sell, you can run several inventory reports. To get started, please visit this page: Use reports to see your sales and inventory status.

 

If you have further questions about making your products billable to the customer, please post a reply below. I'm always around to help. Have a good one. 

jeffbean
Level 4

Can I use Product/Service to bill clients for Billable Expenses?

@DivinaMercy_N  Thank you for your response.

 

You have directed me to "Item Details in the Bill or Expense." You then tell me to "make sure that the I purchase this product/service from a vendor box is checked." The problem is that I do not have any such box on my Expense screen; it doesn't look anything like the screenshot you provided. I have no idea what you're talking about or to what you're referring. Please provide specific directions on how to navigate to the screen to which you are referring.

 

As I noted in my original post, I had at first suspected that the Item Details on the Expense screen might be part of a solution, but as I also noted, none of the many services that I had already created were made available by QBO to choose for any item. The pulldown menu for the Product/Service field is empty. It doesn't show any of the many services that I had created and are available from my Products and Services List.

 

If this is the approach I am supposed to use, please provide specific directions on how to make my services in my Products and Services List available in the pulldown menu in the Product/Service field on the Item Details in the Expense screen.

 

Ryan_M
QuickBooks Team

Can I use Product/Service to bill clients for Billable Expenses?

Hi @jeffbean,

 

Thank you for the prompt reply. Allow me to clear things up for you about billable expenses in QuickBooks Online (QBO).

 

As you stated in your previous posts, the system is working as designed with billable expenses. Whenever you link a billable expense to an invoice, it will show the service date, as well as the amount. You can utilize the Description column to include details for the billable expense to your customer.

 

Check out this article for additional information on this process: Enter billable expenses. It includes a short video of the process for your reference.

 

Tag me in a comment below if you have other questions about billable expenses in QBO. I'll get back and answer them for you. 

jeffbean
Level 4

Can I use Product/Service to bill clients for Billable Expenses?

@Ryan_M  Thank you for your response. You are the third QB Team member to respond. None of you have answered my question.

 

Each of you has introduced a new twist. As I requested clarification, no one has followed up. This thread is a series of non-sequiturs.

 

 @Maybelle_S  suggested my experience with Quickbooks was a browser malfunction.  @DivinaMercy_N said I could use the Item Details in an Expense screen to identify Products/Services as I wanted, but I can't follow her directions, can't see where she got her screenshot, and I can't find anywhere in the QBO app that looks anything like what she's describing. And now @Ryan_M , you've not addressed my question of whether I can use the Products and Services List to provide more detail for Billable Expenses in an invoice. The two videos you link do not show the use of the Product/Service field and you didn't mention it at all.

 

I had created items in the Products and Services List that would serve my purposes well to provide more detail on the invoice for my clients about the Billable Expenses. But I can't use them because, when selected, they delete the data provided from the Billable Expense. I had hoped I was missing something, but after three responses, it appears I am not. It appears this is the way QBO is designed to work, which is to say, it doesn't. At this point, someone from QBO could simply admit that it won't work, but I'm past the point of expecting that.

Joesem M
QuickBooks Team

Can I use Product/Service to bill clients for Billable Expenses?

Thanks for sharing the details with me, @jeffbean.

 

I can see how this option would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience. Also, I’d appreciate it if you send your product suggestions straight to our Developers. They'll be able to review and put this to work immediately.

 

Here’s how to send a product request: 

 

1. Click the Gear icon.

2. Select Feedback.

3. Enter your suggestion.

4. Click Next.

5. Click Skip and send a message.

6. Select a Category.

7. Click Send a message.

 

While we continue to make your experience with us even better, I'd encourage you to visit our QuickBooks Online Blog to be updated about our latest happenings. Through this, you're able to get the newest news, features, and updates about QuickBooks Online and what our Product Care Team is working on.

 

For other related articles you can use in the future, you may also refer to this helpful link: Income and expenses for QuickBooks Online.

 

If you have any other concerns, feedback, or questions, don't hesitate and come back to the Community. I'm always here to help you. Have a great day.

View solution in original post

jeffbean
Level 4

Can I use Product/Service to bill clients for Billable Expenses?

Well this is intriguing.

 

I'm the original poster. I've now had four "Quickbooks Team" members respond to my question. The first said my browser was malfunctioning. The second gave directions that didn't match my interface in the slightest. The third completely ignored Products and Services List which was the core of my question. Now the fourth comes along, tells me to send it to QBO developers as a product suggestion, then marks his response as the "solution" to my question.

 

It does not solve my question. It remains unsolved.

 

 

View solution in original post

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