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Level 2

Unbilled expenses

I moved from QB desktop to QB Online. I am running the Essentials program. When running on QB desktop I was able to attach vendor expenses to customers.  It was only for tracking so we did not actual 'bill' these expenses.


Now that I am using Online Essentials, these unbilled expenses show up. I can not make old customer accounts INACTIVE until those expenses are billed.  I have these as old as 2017.   How do I get rid of the unbilled expenses?

I attached screen shots of what I am seeing.

QuickBooks Team

Unbilled expenses

Let me help you resolved it, @elemoi.

To get rid of these unbilled expenses in QuickBooks Online, you can uncheck the billable feature on each transaction. This way, you can go ahead and make the customer account inactive.

Here how:


  1. From your left navigation pane, select Reports.
  2. Enter/select Unbilled Charges in the search field.
  3. Filter the necessary details by clicking the Customize button.
  4. Select each transaction, and then unmark the Billable tick box.
  5. Click Save.

For more information on how to handle expenses, you can refer to these step-by-step videos. Through this will help your navigation experience in QBO becomes more manageable in the future.

Get back to me here if you have other concerns. I’ll take care of them for you.

Level 2

Unbilled expenses

I don't have the option of choosing if these are billed or not. 

I am running the Essentails program.  These are charges that came over when I uploaded my desktop file to the online version.

In the desktop I had the option of making invoices billable but we did not actually bill the customer. it was just a way of tracking expenses for a job when reporting.  So they were never billed.


If I were to 'bill' the charges, would it affect my reporting?

QuickBooks Team

Unbilled expenses

Hello there, @elemoi.


Allow me to provided a few information about converting data in QuickBooks Desktop to QuickBooks Online.


There is a size limit when you convert from QuickBooks Desktop to Online. Let's review if you're a good fit for this process. You can refer to this article or more information: Should I Migrate From QuickBooks Desktop to Online?.


Then, you also need to know what information isn't converted or imported when you move from Desktop to Online: What Isn't Imported When You Move From QuickBooks Desktop to Online?


Meanwhile, the option to record the billable expenses is only available in QuickBooks Online Plus and Advanced version. You can upgrade your subscription since you're using the QuickBooks Online Essentials version.


To upgrade the version:

  1. Tap on Account and Settings from the Gear icon.
  2. Click on Billing & Subscription at the left pane.
  3. In the QuickBooks Online section, select Upgrade. If you don't see it, you’re already using the plan with the most features.
  4. Choose the plan you want, and select Upgrade. Then confirm your payment information and select Save.

You can also visit our plan and pricing page for the lists of plans and features that best suits your needs.


I'm always willing to work with you again if you have other QuickBooks related questions. Just post them here. Have a great day!

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