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Community Contributor *

Is there a way to create a single attachement when emailing invoices that includes both an invoice and billable expense receipts?

My client requires a single attachement in order for their A/P system to process invoices. I'd love to be able to facilitate this through QBO, but it doesn't seem possible at the moment, unless I'm missing something. I need a way to merge the automatically attached invoice with the billable expense receipts, so that it makes one single attachement that includes both the invoice and associated receipts. Does anyone know of a way to do this?

 
4 Comments
Moderator

Re: Is there a way to create a single attachement when emailing invoices that includes both an in...

Hello Elizabeth,

 

QuickBooks Online has a function that helps us link the billable expenses to your customer invoices. If you haven't turn on this feature, then here's how to do it:

  1. Click Gear icon and select Account and Settings.
  2. Select the Expenses tab and go to the Bills and expenses section.
  3. Put a check mark in the Make expenses and items billable box.
  4. Click Save and Done.

After that, you should be able to create billable expenses. Thus, allowing you to link them to the invoices. You can check out this article for more information: How Do I Enter Billable Expenses by Job?.

 

Meanwhile, we're unable to directly add the billable expense receipts as attachments to the invoices. As a workaround, you can take a screenshot of the billable expense receipt and save it on your computer. Then, open the invoice and attach the screenshot.

 

You can also send a product suggestion to our Development Team by clicking the Gear icon and selecting Feedback. Your ideas will be put into consideration for future updates.

 

If you're referring to something else, any additional information would much appreciated. Thanks in advance!

Community Contributor *

Re: Is there a way to create a single attachement when emailing invoices that includes both an in...

Hi @JamesDuanT, thanks for the reply! I have billable expenses setup. My need is more on the delivery side. I can add the billable expense to the invoice and associated email, but my client needs all associated attachements to be combine into one pdf. Thus, when I'm getting ready to send an invoice, I need the automatically attached invoiced pdf to include the associated billable expense receipts, rather than those receipts being attached as separate pdfs. All in all, I need to consolidate all attachements associated with an invoice email into a single pdf so that the client's A/P system can automatically process it and verify the billed expenses against the receipts. Thanks, Elizabeth

QuickBooks Team

Re: Is there a way to create a single attachement when emailing invoices that includes both an in...

Hello there, @elizabethLFM.

 

Thank you for getting back and providing extra details. I can share some insights about your request in creating a single attachment when emailing invoices.

 

At this moment, the suggestion of my colleague given above is the available option. I'll do my part and send your product suggestion to our engineers. Sending feedback online is a big help for us to determine the features that need to be added to our product.

 

I recommend you do the same for this request to gain more votes. To do so, please click the Gear icon and choose Feedback.

 

Leave me a comment below if you have other concerns about QuickBooks Online. I'm always here to provide additional help. Have a good one.

ProAdvisor

Re: Is there a way to create a single attachement when emailing invoices that includes both an invoice and billable expense receipts?

@elizabethLFM

 

"Is there a way to create a single attachement when emailing invoices that includes both an invoice and billable expense receipts?"

 

I understand your question. Sorry, there is no way to create a single attachment in QuickBooks Online (QBO) as you want. 

You will need to download invoice and receipts to your computer and create a pdf file on your own and email separately to your customer.