Billable expenses

I'm happy to see you here in the Community, @suzannek1. I want to ensure you'll be able to bill your client's expenses in QuickBooks Online (QBO). 

To start let's ensure that you enter the correct information added to the expense or bill transaction that you want to make billable to your client. Such as the name of the customer and the Billable box being checked.

If confirmed and you still experiencing the same thing, we can perform some troubleshooting steps to determine if this is a browser-related issue. Let's begin by accessing your account via incognito mode to have a clean slate. Below are the shortcut keys you can use:

• Google Chrome: press Ctrl+Shift+N 
• Mozilla Firefox: press Ctrl+Shift+P 
• Safari: press Command+Shift+N 

When signed in, recreate the billable expense using that specific code and add it to the invoice. If this works, go back to your regular browser and clear the cache. If not, you can use another supported browser or device. Might be that the one you're using has a temporary issue with the program. 

However, if the issue persists. We can delete and recreate that expense code. Maybe it is corrupted or damaged. Then, create a billable expense again. For reference, feel free to read this article: Enter billable expenses. 

If you have any other concerns managing your customer transactions, please don't hesitate to leave a reply below. Have a great week ahead and stay safe. 

We cannot use the billable option in QBs.  We cannot send an invoice with 300 separate expenses.  I create the invoice using the pnl.  We receive money for us to pay vendors on their behalf.  I created an expense code for staff to code those expenses to.  All fine.  Yesterday I was trying to use that expense code on the invoice to the client for funds for those particular vendors.  It would not let me .  I finally had to check "I sell this to my customers"  which is a lie and it still has its own category on the pnl as Sales.  It is not sales.  For taxis, meal, badges etc, they come from staff expense reports into QBs and I can directly enter them on an invoice using the same code.  The that code on the pnl is a wash.  This was set up in Desktop.  I am now using online.  So how do I duplicate this in Online?  

Hey there again, @suzannek1. 

Thank you for coming back and giving us some more information. 

First before digging further, I'd like to find out some additional details from you: 

• Are you following the steps in our article to record your billable expense? 
• Since a billable expense is essentially an invoice that's created from an expense, are you able to apply the category to the expense itself (before it's tied to an invoice)? Also, let us know if the category carries over when you do that. 

After I receive these answers, I'll be able to determine the best solution for your business. I'll be back around shortly to check in! 

Using the function for billable expenses does not work for us.  I explained in the second post.  I cannot send a client an invoice with 300 disorganized expenses.  they would reject it.

I have a simple way how you can track the money received against your expenses, suzannek1.

In QuickBooks Online (QBO), we usually use the billable expense feature to track an expense you incur on your customer's behalf when you perform work for them. Since this doesn't work for you, you can create a cash account. This tracks the invoice payments that you'll receive from your customers. At the same time, you can also use this account to track any of your expense transactions. 

1. Go to the Gear icon, and select Chart of accounts.
2. Click the New drop-down arrow. 
3. Select which account you want to save. 
4. Enter the necessary information needed to save the account.
5. Click Save.

Once you're able to create an account, you can use this whenever you create an invoice or bill. 

Furthermore, QuickBooks downloads the latest transactions automatically. To learn more about how it categorizes and matches transactions with those you've already entered, check out this article for your reference: Categorize And Match Online Bank Transactions In QuickBooks Online.

Keep me posted if you have any other concerns when tracking your transactions. I'll be right here to help.