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MAINADMIN
Level 3

Unbilled Expenses Purpose and Cancel

I am trying to turn off unbilled expenses. I noticed that we have 2 years’ worth at a value of 2.4 million. I am not sure why they are showing as unbilled because we are billing the items (parts) to the customer accounts via invoicing. Originally we had no idea that this was accumulating and I am not sure why they did in the first place. I plan on unchecking the boxes but going forward would like to know how to stop this from happening.

Solved
Best answer April 30, 2019

Best Answers
FritzF
Moderator

Unbilled Expenses Purpose and Cancel

Thanks for reaching out to us in the Community, @MAINADMIN.

 

I appreciate the details you've provided. I'm here to share information about the billable expense in QuickBooks Desktop (QBDT).

 

Adding or linking a billable expense to an invoice should remove them from the unbilled expenses. Since they're still showing as unbilled, instead of unchecking them one by one, you can pull up the Unbilled Costs by Job report. Here's how:

 

1. Go to the Reports menu at the top.
2. Pick Customers & Receivables and Unbilled Costs by Job.

221.PNG

 

Then, for each Customer:Job name, create an invoice. Here's how:

 

1. Go to the Customers menu at the top and pick Create Invoices.
2. Select a Customer:Job name then, choose the Select the outstanding billable time and costs to add to this invoice? on the Billable Time/Costs popup, then OK.

222.PNG
3. Go to the Items tab and put a checkmark on the HIDE column. This will remove all the billable checkmark for all these transactions.

223.PNG

4. Hit OK.
5. Do the same steps for the other customers.
6. Once done, go back and refresh the report.

 

That should clear your unbilled expenses. If you don't want to have a billable option moving forward, you can turn this off on the Preferences. Here's how:

 

1. Go to the Edit menu at the top, then Preferences.
2. Select Time & Expenses on the left pane, then go to the Company Preferences.
3. On the Time Tracking section, uncheck the Mark all time entries as billable.
4. Hit OK.

 

For additional information, check out these articles for further guidance:

 

 

Please let me know how it goes or if you need anything else. I'm always here to help. Have a good one.

View solution in original post

17 Comments
FritzF
Moderator

Unbilled Expenses Purpose and Cancel

Thanks for reaching out to us in the Community, @MAINADMIN.

 

I appreciate the details you've provided. I'm here to share information about the billable expense in QuickBooks Desktop (QBDT).

 

Adding or linking a billable expense to an invoice should remove them from the unbilled expenses. Since they're still showing as unbilled, instead of unchecking them one by one, you can pull up the Unbilled Costs by Job report. Here's how:

 

1. Go to the Reports menu at the top.
2. Pick Customers & Receivables and Unbilled Costs by Job.

221.PNG

 

Then, for each Customer:Job name, create an invoice. Here's how:

 

1. Go to the Customers menu at the top and pick Create Invoices.
2. Select a Customer:Job name then, choose the Select the outstanding billable time and costs to add to this invoice? on the Billable Time/Costs popup, then OK.

222.PNG
3. Go to the Items tab and put a checkmark on the HIDE column. This will remove all the billable checkmark for all these transactions.

223.PNG

4. Hit OK.
5. Do the same steps for the other customers.
6. Once done, go back and refresh the report.

 

That should clear your unbilled expenses. If you don't want to have a billable option moving forward, you can turn this off on the Preferences. Here's how:

 

1. Go to the Edit menu at the top, then Preferences.
2. Select Time & Expenses on the left pane, then go to the Company Preferences.
3. On the Time Tracking section, uncheck the Mark all time entries as billable.
4. Hit OK.

 

For additional information, check out these articles for further guidance:

 

 

Please let me know how it goes or if you need anything else. I'm always here to help. Have a good one.

View solution in original post

MAINADMIN
Level 3

Unbilled Expenses Purpose and Cancel

@FritzF  Thank you for your very detailed and clear response. I am still working on getting all the unbilled expenses hidden but it is working great!

FritzF
Moderator

Unbilled Expenses Purpose and Cancel

You're most welcome, @MAINADMIN.

 

It made my day knowing that I was able to help you with this. :D

 

Feel free to swing by the Community again should have questions in the future. I'd be glad to answer them. Take care!

tcba2016
Level 3

Unbilled Expenses Purpose and Cancel

I ran the report as described but none of the accounts I am concerned with appeared on the report. I changed the filter to be all accounts but still nothing. 

 

We are a non profit and churches in our association make donations monthly or quarterly and that is the basis for our budget. When I receive a check from a church, I have been entering it as a deposit. However, I need to be able to run a report that shows what each church has contributed for YTD. Currently, not all my churches (set up as customers with Donor as customer type) show up on the report and those that do include all the unbilled expenses from many years back. Help!

 

I am using QBDP 2019. 

 

Thank you!

JaneD
Moderator

Unbilled Expenses Purpose and Cancel

Hi tcba2016,

 

Unbilled Costs by Job shows the costs you assigned to a specific customer that you haven't yet billed as reimbursable expenses. I'm here to help locate the report you need.

 

Since you've been entering received check as a deposit, you could pull up a Deposit Detail report in QuickBooks Desktop. This will lists all select transactions linked to an invoice and its payment.

 

Let me show you how:

  1. Go to Report.
  2. Select Banking.
  3. Choose Deposit Detail.
  4. Set the date.
  5. Click on Refresh.

I'm linking an article that will provide further information: Use Check or Deposit Detail Reports to show transaction links and mimic Cash Receipt Report.

 

You should be able to see the account you've entered. 

 

Please let me know if you have further questions. I'll be around to keep helping.

Seabiscuit
Level 2

Unbilled Expenses Purpose and Cancel

It seems as though there are still some transactions are on the report and do not pull up in the invoice "add time/costs". Those seem to be in items in which a customer name is selected but the "billable" box is not selected. Aside from removing the customer name, is there a way to remove those from the unbilled report?

Rose-A
Moderator

Unbilled Expenses Purpose and Cancel

Hello, lakefrontbelt.

Allow me to take over and help you remove those transactions from the Unbilled report via the QuickBooks Desktop.

 

To show the billable transaction in the invoice, you'll need to select the billable option. Selecting the customer's name without selecting the billable option will not pull up the transaction.

 

 

 

You may want to make sure that the report is filtered to Unbilled only, to ensure that the report is showing all unbilled transactions.

 

Here's how:

 

  1. In the report screen, click Customize Report.
  2. Go to the Filters tab and search for Billing Status.
  3. Choose Unbilled and hit OK.

 

You can get more details in this article regarding customizing a report: Customize reports in QuickBooks Desktop.

 

You can get back to me if you require more information concerning unbilled report in QuickBooks Desktop.

Seabiscuit
Level 2

Unbilled Expenses Purpose and Cancel

Transactions that use a customer in the Customer:Job field but do not have the Billable box checked, absolutely show up on the unbilled job report (filtered by unbilled). Give it a try.

AlcaeusF
Moderator

Unbilled Expenses Purpose and Cancel

Hello lakefrontbelt,

 

Thank you for getting back to the Community. I'm here to help provide clarification about running reports in QuickBooks Desktop.

 

Once you uncheck the Billable box and still add the customer name, it'll only show on the Unbilled Costs by Job report through the Not Billable or Any filter.  I've also tried to replicate on my end, but using the Unbilled filter doesn't show the bill.

 

Check out these screenshots for your visual guidance:

 

 

If you're getting unusual results, you can try running the Verify and Rebuild Data Utility to scan any data issues. For the detailed steps, you can visit the article I recommend down below:

 

Verify and Rebuild Data in QuickBooks Desktop.

 

In case the problem persists, I recommend reaching out to our Support Specialists this time. They'll be able to take over and further check why you're getting these results.

 

Here's how you can reach them:

 

  1. Log into QuickBooks Desktop.
  2. Click the Help tab at the top menu bar.
  3. Click QuickBooks Desktop Help.
  4. Click the Contact Us hyperlink.

Please reach out to me here should you need any additional assistance concerning the QuickBooks report that you need. The Community seeks to serve you.

ketrenok
Level 1

Unbilled Expenses Purpose and Cancel

The billable time/costs pop-up does not appear on my screen when I create invoices.  We have the A/P data entry correct, it is just getting it to appear in the client job that we are having trouble with.  There is no pop-up when I create a client invoice. I assume it is a preference we have turned off, but I can not find it in preferences as something I can activate.  

TMurphyFrat
Level 1

Unbilled Expenses Purpose and Cancel

I have the same question, but the answers in this thread aren't helping. The issue I have is that we have sales reps that receive commissions on their paychecks. When processing the commission, we need to be able to attribute the commission to a specific job (for both the employee's tracking and to add to the job cost), but this is a cost of sales for us. We don't charge the customer extra for the commissions we pay our reps. How do we attribute to a job without creating tons of unbilled expenses? 

ReyJohn_D
Moderator

Unbilled Expenses Purpose and Cancel

Let me share some steps and info to ensure you can manage these commissions in QuickBooks Desktop (QBDT), @TMurphyFrat.

 

First off, you can run unscheduled payroll so they won't become billable to your customers. If there's a timesheet created, they'll be the ones that become billable and generate expenses or costs for the job selected.

 

Here's how:

 

  1. Go to the Employees menu at the top, and then choose Unscheduled Payroll from the Pay Employees section.
  2. Select the employee name, and then click Continue.
  3. Pick Open Paycheck Detail option, and select the Customer:Job.
  4. Tap Save and Close and then Create Paychecks to continue.
    d367.PNG

For more insights, please check out this article: Track job costs in QuickBooks Desktop.

 

Also, the Reports menu is a rich source of payroll-related reports. You can select one from the Employees & Payroll section.

 

Feel free to comment back here in the Community. I'll be here to help you if you have more questions about managing your customers or payroll in QBDT. Take care and have a good one.

TMurphyFrat
Level 1

Unbilled Expenses Purpose and Cancel

Thanks so much for the quick reply. The problem is that I want to attribute the commission to the job cost, but not show up as an ongoing unbilled expense to the client. The commission reduces my profit on the job and I want to show the true profit of each job, but at the same time, it's my expense and a cost of doing business, not something that is passed along to the customer. My job reports are correct, but I have thousands in "unbilled expenses." Does that make sense?

MirriamM
Moderator

Unbilled Expenses Purpose and Cancel

Hi there again, @TMurphyFrat.

 

Thanks for providing detailed information about your concern. 

 

I understand that you don't want to bill the customer and need to track the commission against the job without creating a billable expense. However, it's not possible to associate the commission to a job without having it tagged as a billable expense. 

 

As a workaround, you can zero out the amount of the commission when creating the invoice so it won't affect the cost of the job.

 

If you need tips and related articles in your future tasks, visit our QuickBooks Community help website for reference: QBDT Self-help

 

If you have any other QuickBooks questions when managing your account, feel free to comment below. I'd be more than happy to answer it for you. Have a great day.

raylacarlyle
Level 1

Unbilled Expenses Purpose and Cancel


I had this same question and this helped thank you so much! But I am now running into the problem of some clients have been marked as unbillable I went in an changed it to billable but they are showing as negative? How would I fix this? Also how do you all use the billables? We have an interior design company and have always hand typed the items into an estimate and then transferred it to an invoice so that we can manipulate the mark up. We are now finding this list and trying to use it to the full potential but unsure of how. Thank you for the help!!!!
JonpriL
Moderator

Unbilled Expenses Purpose and Cancel

Hello @raylacarlyle,

 

Billable items are used to track charges made to your clients based on a purchase made for a certain job. Learn more about billable expenses with this article: Tracking job costs in QuickBooks Desktop.

 

Normally, transactions with a negative amount on your report are associated with the payment you made to a vendor. Let's review the transaction in question to determine why they are posted with a negative amount.

 

To do so, you can open the transactions by double-clicking them on the report you are reviewing. Then, click on the Transaction History to review the source transaction.

 

Additionally, I've also included this reference for a compilation of articles you can use while working with us: Know where you stand financially.

 

If you have any other questions, please let me know by leaving any comments below. I'll be here to lend a hand.

Friends of the Inyo
Level 2

Unbilled Expenses Purpose and Cancel

Large Numbers of entries require a different approach. Step 3 in this solution requires manually clicking each transaction to "hide" it with the checkbox. 

 

I had 12,000+ transactions so clicking was not possible. Instead, I downloaded an autoclicker from this video, set the time to 3 milliseconds and scrolled down the list of transactions. https://www.youtube.com/watch?v=7Ce-j21VFHo

 

This allowed me to select thousands of boxes and "hide" them without hours of clicking. 

How to Enable Auto Clicker on Windows 10𝗦𝗵𝗼𝗿𝘁 𝗗𝗲𝘀𝗰𝗿𝗶𝗽𝘁𝗶𝗼𝗻: An auto clicker is a type of software or macro that can be used to automate clicki...
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