Billable Expense Attachments on Customer Invoices

Good morning, @RoseCents. 

Welcome to the Community! I'd be more than happy to point you in the right direction. 

To clarify and get a better look at your account to see why this is happening, I recommend contacting our Customer Support Team. Here's how: 

1. Go to the Help icon in the top right-hand corner. 
2. Press the Contact Us button. 
3. Enter your question and hit Let's talk. 
4. Scroll down and choose to Get a callback. 

It's that easy! 

Keep us updated on how the call goes. I'm only a post away if you need me. Take care! 

Just simply asking if this is a feature that will be going away with the updated invoicing?

Thank you for the reply! This is what I needed to know!

You're always welcome, RoseCents.

I'm glad to know that my colleague, GenmarieM, was able to resolve your QuickBooks Online feature concerns.

Please don't hesitate to reply here or create a new thread if you have other questions about QuickBooks. Have a great day ahead!

Does this also apply to quickbooks desktop plus 2022?

Hello SR31T,

Welcome to the Community. Allow me to chime in and clarify things about creating an invoice from a billable expense in QuickBooks.

The feature mentioned above applies only to the old invoice layout in QuickBooks Online. For Desktop, you'll need to attach the receipts manually to your invoices.

Also, with QuickBooks Desktop's job costing tools, you can see how much money you spend and make for each job. I've attached an article you can use to learn more about how to ensure you have an accurate record of your job costs: Track job costs in QuickBooks Desktop. 

Comment below if you have additional questions about the QuickBooks features or customizing transactions. I'm always here to help. Take care always. 

I can't freaking believe this is missing. This is such an important feature. I even went back to the old layout, and it's gone from there. Good job, QBO Keep on raising those rates while removing features, yeah!!!

Dear QBO,

This is UNACCEPTABLE!

As my friend above said, Intuit keeps raising it's prices and taking features away. That is NOT sustainable for small business owners.

We MUST send receipts with billable expenses. It worked and now you broke it, all the while QBO is claiming that it's getting "easier" and you "automate". And you're telling us that WE have to use more of OUR time to do what we need. RIDICULOUS!

We're not asking. Fix it! NOW!

And do NOT reply with your generic BS reply to "value your opinion" and tell me to take MY time to give feedback on YOUR product. I just did! Do your job. Send this to whoever you have to and tell them that you are getting SCREAMED at by long-term customers that they messed up, didn't QC, and broke a feature that we need. Not submit feature, not pipeline, do it NOW!

Thanks, but not really...

I just finished talking with support, and they told me that the new layout is still in the transition phase.

I'm not sure what that means, but this option is very important, and I very much need it.

This is INSANE. I just went to bill the client back, and none of the receipts came over... am I supposed to go through these transactions ONE-BY-ONE to download so I can attach them to the invoice?!?!? ALL 98 OF THEM?!? This is a BASIC COMPLIANCE issue - clients will not pay our businesses back without receipts, how is this even possible. In the age of AI, I am supposed to this work manually?

Seriously, I am completely blown away that this is suddenly unavailable. NOW WHAT?!

We hear you, @crealityinc.

Currently, the ability to add receipts from billable expenses on customer invoices using the new layout is unavailable. I see the importance of this feature on your end. 

As a workaround, we can link your billable expenses to your invoices and manually find the receipt.

First off, select a customer in the Customer/Project column when setting up an expense or bill account.

After that, generate an invoice and choose the customer that has a linked bill. You'll see the bill expense on the right side, then click the Add icon.

If you don't see anything, tap the Manage icon, then select the Suggestions tab. Within that tab, you'll find the transactions linked to the customer invoice.

In the meantime, I suggest sending feedback to our team about this feature and they might add this to our future product updates.

If you want to run transaction reports in QuickBooks Online (QBO), you can read this article: Run reports in QuickBooks Online.

For additional bills and invoice transaction concerns, click the Reply button below. I'll be willing to help. Have a good day.

This doesn't add the receipt that was included with the original expense to the invoice.  That's the issue we are all having.

BrianM, I don't think you're understanding. We know how to bring expenses in to invoices. In the old template, when we did that, the attachments came along too. Now, that's broken. Now, you have to go through each expense, download the attached receipts (which are already somehwere in QBO), and then attach them to the invoice.

This needs to be resolved ASAP, Quickbooks! When can we expect a resolution?

DITTO! Please bring back this *IMPORTANT* feature of attaching the actual attachments to the invoices (not just line item details). This is a deal-breaker for us, please at least let us know you understand the issue and are working on it... thank you.

The fact that this feature was removed from invoicing is completely unacceptable!  I am required to submit receipts with all of my invoices.  What is the point of adding attachments to expenses and bills if they can't automatically be pulled over to invoices...exactly like I was able to do before you made this change.  This needs to be fixed now!  You are removing important features with no thought of the impact on your customers, all while raising prices.  VERY DISAPPOINTED!!!

FIX THIS NOW!!!!!!!

My brain is exploding right now.  I've been trying to figure out what "broke" for weeks now.  Four phone calls to QBO support and not a single person could answer my question.  I've wasted HOURS trying to troubleshoot this, and then stumbled upon this post.

My client rebills well over 1000 Bills/Expenses every month.  She is REQUIRED to include the receipts in order to be paid by her client.  The attachments already exist in QBO, as part of the Rebillable Charge.  Now we have to download those attachments, then reattach them manually.  Are you SERIOUS!?!?!?!?!?!?!?!  This is not 2010.

Not only do we have to pay the same subscription price even though the feature was taken away, but there was no ADVANCE NOTIFICATION from QB that they were taking away a heavily relied upon feature in the T&M biz model.  

FIX THIS NOW!

Exactly!  My client has over 1000 billable expenses every month.  

They keep telling us to ask for a feature - it was ALREADY a feature that they took away without notice.  Now what are we supposed to do?  Spend an entire DAY (or more?!?!?) downloading and adding attachments that already exist in QBO?  The incredible waste of time is one issue, but introducing the huge risk of making an error is another!

But we get to pay the same amount for these recent "enhancements".

My brain is exploding.

Thx, but this isn't the problem @Bryan_M .   All of us posting here know how to create a re-billable charge, and rely heavily upon its functionality. 

The problem is that the supporting document (pdf receipt or vendor bill) that's attached to the rebillable charge doesn't stay attached when we add the Rebillable Charge to the Client invoice.  The most important aspect of having the attachment in the first place is sending the supporting proof to the client.

Many clients will not pay the invoice without proof (receipts or pdf of the vendor's bill).

Let me share more information about attachments on billable expenses to invoice, @leeseinmt.

I understand that having this feature is an impressive help in automatically attaching receipts or proof from the bill to a billable invoice. However, this is currently unavailable with the new invoice layout.

For a workaround, we can add the attachment manually to the invoice. Here's how:

1. Go to +New.
2. Click Invoice, and then fill out the necessary information.
3. Scroll down, click Attachment, and then attach the PDF file.
4. Once downloaded, click the box beside the file.
5. Hit Save and Close or Save and Send.

I suggest sending feedback to our product engineers. This way, our team can take note of your opinions and consider them for the next update. You can follow these steps:

1. In the upper right corner, click the Gear icon.
2. Under Profile.
3. Select Feedback.
4. Provide your opinions and comments.
5. Hit Next to submit.

Moreover, let me share this article if you want to run your reports: Customize reports in QuickBooks Online using modern view.

Let me know if you still need assistance with your attachments. Have a great day, and take care.

This is not a workaround for the functionality that was removed @JoanaC and its beyond exasperating that you would post something so inane and useless as a "workaround".  You clearly have no comprehension of what we have all been saying re: the needed functionality that was ended without any notice or communication.

I'm well aware of how to add an attachment to an invoice.  My IQ exceeds that of the average gnat.  I'm trying to add a REBILLABLE item (that already has an attachment) to a client invoice.  Do you get "points" for posting completely irrelevant How-To steps?

Using your "workaround" would create the need to manually download from QBO, and then manually attach over 1000 documents to client invoices every month.  Until a couple of weeks ago - there was no addtl work required. 

This is NOT a workaround.  Its absurd that you would suggest it as such.

I'm embarrassed for you.

NO - please communicate to Intuit - this is NOT a work-around, it's literally looney-tunes INSANE.

They messed around with irrelevant 'improvements' to layouts and completely removed this CRUCIAL functionality. What's the point of having a 'support' community team that doesn't integrate / communicate with development and product teams? I am communicating here, I shouldn't have to email and submit a feature request for something that was already a CORE functionality.

"Lean Business" may be a hip method to use during startup stage, but this "roll it out before it's properly tested and vetted by customers" mentality does NOT work in the production stage of a MATURE product with wide customer base. Someone at INTUIT needs to pay attention and re-consider their iteration > production stages of the development process, this is not cute anymore. 

This is completed unhelpful and insulting that you would even suggest this as if we don't already know how to attach files manually. MANY users need this feature to be added back immediately. Doesn't seem like QB is a long term solution for any growing business. Extremely disappointing.