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Experienced Member

Can I create an invoice from a report?

I have a job that I would like to create an invoice for.  I have purchased supplies for this job and have approximately 30 separate transactions.  How do I create an invoice for all 30 of the transactions without reentering each transaction as a line item in the invoice?  Can i do this from the transaction detail report?

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Best answer 01-04-2019

Accepted Solutions
QuickBooks Team

Re: Can I create an invoice from a report?

Hi, @FC Matt.

 

Welcome and thanks for joining us here in the Community. Allow me to step in for a moment and share the steps on how you can create an invoice without entering each transaction as a line item in QuickBooks Desktop (QBDT).

 

I agree with @BRC that this is done using reimbursable (billable) expenses. To do this, let's start by setting up the preferences that'll allow us to mark expenses as billable. Here's how:

 

1. Go to Edit menu at the top, and click Preferences on the drop-down.
2. Select Time & Expenses, then go to the Company Preferences tab.
3. In the Invoicing Options section, put a checkmark on the Mark all expenses as billable option, then OK.

 

After that, you need to create a bill and enter all the transactions. Here's how:

 

1. From the Vendors menu at the top, select Enter bills.
2. Choose a Vendor, then enter the Date.
3. Fill in the appropriate details in the following fields:
     a.  Account: Make sure to choose the correct account.
     b. Amount: Enter the total amount of the bill.
     c. Memo: You can leave this field blank if necessary.
     d. Customer:Job: Choose the customer billable for this expense. Choosing the customer will automatically mark this expense as Billable.
4. Click Save & Close.

 

 

Once done, you can now create an invoice for that specific customer. Here's how:

 

1. Go to Customers menu at the top, and pick Create Invoices.
2. Enter the customer that you entered on the bill.
3. On the Billable Time/Costs pop-up window, choose Select the outstanding billable time and costs to add to this invoice.
4. Go to the Expense tab, then put a checkmark on the expenses.
5. Click OK, then Save & Close.

 

 

That should do the trick! Please let me know how it goes by leaving a comment below. I'd be glad to answer should you have any follow-up questions. Have a wonderful rest of the day.
 

4 Comments
BRC
Established Community Backer ***

Re: Can I create an invoice from a report?

This is done using reimbursable expenses.   See QB help for details.

 

Basically use the Job on your purchase forms and mark the line items there as reimbursable.  Then when you create an invoice, include all those details on it.

QuickBooks Team

Re: Can I create an invoice from a report?

Hi, @FC Matt.

 

Welcome and thanks for joining us here in the Community. Allow me to step in for a moment and share the steps on how you can create an invoice without entering each transaction as a line item in QuickBooks Desktop (QBDT).

 

I agree with @BRC that this is done using reimbursable (billable) expenses. To do this, let's start by setting up the preferences that'll allow us to mark expenses as billable. Here's how:

 

1. Go to Edit menu at the top, and click Preferences on the drop-down.
2. Select Time & Expenses, then go to the Company Preferences tab.
3. In the Invoicing Options section, put a checkmark on the Mark all expenses as billable option, then OK.

 

After that, you need to create a bill and enter all the transactions. Here's how:

 

1. From the Vendors menu at the top, select Enter bills.
2. Choose a Vendor, then enter the Date.
3. Fill in the appropriate details in the following fields:
     a.  Account: Make sure to choose the correct account.
     b. Amount: Enter the total amount of the bill.
     c. Memo: You can leave this field blank if necessary.
     d. Customer:Job: Choose the customer billable for this expense. Choosing the customer will automatically mark this expense as Billable.
4. Click Save & Close.

 

 

Once done, you can now create an invoice for that specific customer. Here's how:

 

1. Go to Customers menu at the top, and pick Create Invoices.
2. Enter the customer that you entered on the bill.
3. On the Billable Time/Costs pop-up window, choose Select the outstanding billable time and costs to add to this invoice.
4. Go to the Expense tab, then put a checkmark on the expenses.
5. Click OK, then Save & Close.

 

 

That should do the trick! Please let me know how it goes by leaving a comment below. I'd be glad to answer should you have any follow-up questions. Have a wonderful rest of the day.
 

Experienced Member

Re: Can I create an invoice from a report?

Thank you @FritzF!

 

That was exactly what I was looking for!

Established Community Backer ***

Re: Can I create an invoice from a report?

You should be using Two Sided Items, entered on Items tab. Not the Expenses tab. You want to show it is Expense when you incur it and Income when you charge it to Clients. Then you run the Unbilled Costs by Job report. The Job reports also rely on Items, such as Job Profitability Detail. Please see my attachment.