Billing

I've got you covered in recording the expense transaction that has a monthly service charge, Floyana.

We can mark the expense billable to record the bill that includes your services and items you purchased for your customer that facilitate the service. To start with, let's make sure that your QuickBooks preferences are set to mark expenses as billable. Here's how:

1. Go to Edit on the top menu. 
2. Choose Preferences.
3. Select Time and Expenses.
4. Under Company Preferences, put a check mark on Mark all expenses as billable.
5. Click Ok.

Once done, create an expense transaction such as writing a check. We can only mark it billable if you choose an expense account and assign a customer job to it. 

Also, a billable expense is an expense you incur on your customer’s behalf when you perform work for them. You can easily record and track billable expenses so your customer can reimburse them when they receive their invoice.

Additionally, you can always run the Transaction List by Vendor report to check the bill status. Then customize to see specific details and memorize the report to save the data. You may refer to this page: Understand reports. Just in case, I'll be adding this article for future reference: Add, edit, and delete items.

Please feel free to reply again if you have additional questions or need help with other concerns. Take care and stay safe.

Not sure I explained the question properly.

I Bill my customers Monthly, this is a set bill that includes my services, and can also include items I purchase for them, items can be a Microsoft account or online backup. I do not bill seperately for the items as they are included in my Monthly bill, so lets say $2000 billed to a customer can include my services and online backup fees. So the bill line item just shows "Monthly Charges".

How do I record these items when I purchase them as non-billable?

And is it possible to keep track of how many items a customer uses per month, example if I purchase 10 backup license, customer A uses 2, customer B uses 3 and customer C uses 5?

Hi Floyana,

Thank you for clarifying your concern. I'll continue to help you out.

You can record the items you bought for your customers as a regular expense (bill or check). Then, create a group item called Monthly Services, which consists of your service fee and the items you charge for them. When invoicing your customers, you just need to select the Monthly Services item and indicate how many accounts and backup licenses they use.

Before doing anything, you'll want to back up your company file to keep a copy of your current data.

Create a group item:

1. From the Lists menu, select Item Lists.
2. Right-click on the table and select New.
3. Select Group in the TYPE drop list.
4. Name the item and select the items it consists of.
5. Click OK.
   
   

Here's a sample invoice:

Sales report to track the items and the corresponding customers. You can customize it to filter the data you only need.

Please don't hesitate to reach back out if you have more questions about your transactions. Take care and enjoy your weekend!