Unbilled Costs by Job Credit

Glad to see you here in the Community, @Buddy260.

I'd be happy to walk you through on how you can create a bill for the unbilled cost by job and pay it using the available credit memo.

You can get the total amount of the unbilled cost by job and create a bill afterward. This way, you'll be able to use the customer's credits to pay this transaction.

To get the total amount you may run the Unbilled Cost by Job report. 

Here's how:

1. Go to the Reports menu at the top.
2. Hit on Customers & Receivables.
3. Choose Unbilled Costs by Job. 
4. Take note of the total amount of the Unbilled transactions. 

After that, you may add the customer as a vendor so you can generate a bill. In doing this, make sure to enter an indication for the vendor's name so it won't show as a duplicate. For example, the customer's name is Alexander, you can enter Alexander 2 as his vendor name.

To add a vendor: 

1. Click on Vendors at the top and choose Vendor Center. 
2. Tick on the drop-down arrow for New Vendor and select New Vendor. 
3. Enter the vendor's information.
4. Press on OK. 

Once done, you can now proceed with creating the bill. Please follow the steps below on how to do that:

1. Click on Vendors at the top and choose Enter Bills.
2. Select the vendor.
3. Choose the date.
4. Select the appropriate tab for Expense or Items.
5. Choose the expense account or the item.
6. Enter the amount.
7. Select Save & Close.

Right after, you can now apply the credits that you have upon paying the bill.

Here's a closer look at the Total Available Credits in the Pay Bills window. Just make sure to select the correct bill to be paid.

Please keep me posted on how things turns out, @Buddy260. I'll be around to provide further assistance if you need anything else. Take care! 

• I probably wasn't clear in my question to start with.  I have a customer that returned items at the end of a project.  He had already been billed for everything he had purchased.  So all he had left to bill were returns that I was going to issue a credit memo for.  But unlike an invoice I was not able to create a credit memo by adding Unbilled Costs by Job.  I ended up manually entering each item in a credit memo.  It just seams like I should be able to add Unbilled Costs to a credit memo like we do to an invoice.

Hello there, Buddy260.

Yes, creating a Credit Memo won't allow you to add the Unbilled charges. You can only do it for invoices. Hence, what you did is correct which is to manually enter the item in the credit memo.

You mentioned that the customer have already paid everything he had purchased. With that said, the Unbilled expenses should have been added to the invoice. Also, I'd recommend paying the said invoice. You can use this link for reference: Record an invoice payment.

Note that you don't need to apply the credit memo to the affected invoice. Since you'll be using it for the future ones. You can use this link in the future: Give your customer a credit or refund in QuickBooks Desktop for Windows.

Feel free to get back to us if you need anything else.