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Level 1

Billable expenses

Hi. Using QB 2019 pro desktop.


When entering a bill, with multiple billable items, we assign it to a job. But then we need to then be able to create an invoice to the customer for just some of those billable items and leave the remaining billable items to be billed out in the future. All these items are inventory items.


Is this possible?


Thanks in advance for any help on this.


QuickBooks Team

Billable expenses

Good day, Fergusonlvsk.


Thanks for posting here in the QuickBooks Community. Allow me to help provides some information about creating billable items in QuickBooks.


To answer your question, yes. Once you created a bill with multiple billable items, you have an option to select the outstanding billable item you want to add when creating an invoice and use the remaining billable items to be billed in the future.  Let me walk you through the steps below. 


First, let's begin by setting up the preferences that'll allow you to mark expenses as billable. Here's how:

  1. From the Edit menu, choose Preferences.
  2. Select Time & Expenses.
  3. Go to the Company Preferences tab.
  4. In the Invoicing Options section, check the Mark all expenses as billable option.
  5. Click OK.

Next, create a bill with multiple billable items by following the steps in this article: Enter bills


Once done, you can now proceed on creating an invoice QuickBooks. Here's how: 

  1. Choose the Customer:Job name that you created billable items. 
  2. Put a check mark on the select the outstanding billable time and costs to add this invoice option on the Billable Time/Costs pop-up window. Capture.PNG
  3. On the Choose Billable Time and Costs window, select ItemsCapture1.PNG
  4. Make sure to put a check mark on the billable items you want to add on your invoice. 
  5. Click OK
  6. Select Save & Close

Just in case you need further assistance with the steps, I recommend contacting our QuickBooks Desktop Support Team they have the tools to do a screen-share. 


Here's how to contact our customer support: 


  1. Select QuickBooks Desktop Help from the Help menu.
  2. You can also press F1 on your keyboard to bring up the same Help Panel.
  3. In order to route you to the correct support expert, we need to know what type of question you have.
  4. Click Continue.
  5. We’ll provide you a few options. You choose which one is best for you.

This will get you on the right track. Feel me in if you have additional questions about creating billable items. Wishing you and your business continued success. 

Level 1

Billable expenses

Thank you but unfortunately was question was can you add only part of the billable expense to an invoice.

We need to be able to create an invoice to the customer for just some of those billable items and leave the remaining billable items to be billed out in the future. 

Is this possible? 



Billable expenses

Thanks for your prompt response and for the additional information, @Fergusonlvsk.


Allow me to join the conversation and add some insights about adding only part of the billable expense to an invoice in QuickBooks Desktop (QBDT).


Just to make sure that I'm on the same page, do you mean you want to use the remaining billable items on a future invoice? If so, then yes, this is possible. The steps provided by my colleague @JanyRoseB  above should help accomplish this. Just make sure to only choose the specific billable items you want to add in the invoice so that when you create another one, you can select the remaining items.


I also added some sample screenshots below for your reference.


Add only part of the billable expense to an invoice.




Remaining items to be billed out in the future.




This should answer your concern. Please let me know how it goes or if you're referring to something else so I can get back to you. Looking forward to your response. Have a wonderful rest of the day!

Level 1

Billable expenses

hello FritzF


Please can you advise how to do this for QB online Essentials?




QuickBooks Team

Billable expenses

Hello there, India. 


The Billable Expense is available in the Plus version of QuickBooks Online. You'll want to upgrade your plan to have this feature. 


Check out this article on how to turn on the Billable Expense feature in QuickBooks Online Plus. 


Let me know if you need more help. Have a good one!

Level 1

Billable expenses

Hello Catherine,


Thanks.  Please let me explain.  I have already turned on billable expenses and have been attaching them to invoices for over a year.  My issue is that I marked an expense to a customer and QB said it had attached it but it is not showing.


Do you know what to do in this situation?




QuickBooks Team

Billable expenses

Thanks for the additional details, India.


Let's run an Unbilled Charges report to check if the expense transaction was used in an invoice or not. Here's how:


  1. Go to the Reports menu.
  2. Look for Unbilled Charges.
  3. Make sure to change the report period date where the expense transaction belongs to.

If you can see that the expense is part of the report, it means that it wasn't used or attached to an invoice.


Although, you can also open the invoice that you mentioned, then check if there's a linked transaction just below the name of the customer. Just click on that link that will route you to the billable expense.


Don't hesitate to reach out to us again if you have further questions. We're open 24/7 to make sure customer's questions are taken care of.

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