"Going to Add Time/Costs window, as the link suggests, doesn't show anything to combine. From what I understand, this is due to the items being considered invoiced and not billable."
When you send an Invoice, that means the data is there, already. The function you asked about is how you select Billable data from Purchases. There are 4 tabs in the Add Time & Costs pop up:
Time = from timesheet entries
Expenses = from expenses tab entries on purchases, which is not really the best way to use QB (you should be using Items)
Mileage tab = from the Vehicle mileage function
Items tab = from Purchases, items tab, marked as Billable
You don't need to use that Billable status, if you are sending an invoice. That would be redundant = double-billing.
Yes, if you want this Combined, already, in the import stream, you have to combine it before importing. That's the point of having a third-party or Pre-prep process = it Prepares what it sends to QB. QB is not going to manage the info, afterwards. For example, sending the invoice means the Customer Name has to exist as a key field data record, but you can send any address info you want to. QB will not "lookup" or Reference that customer name data in the file. Your data stream provides it, if you are sending an Invoice.
Right here: "We use a 3rd party project management program, invoice in it, then export data from it into QB using the QB Web Connector for accounting"
Which means it's Done.
"So I guess by the time it gets into QB it is an invoice and not a billable expense"
Billable Expense comes from something you Incurred. Sending the invoices = you Made the sale. Done.
