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Level 1

Copying expenses from the invoices to the suppliers accounts.

Hi Everyone,


I am struggling with a very simple trick here.


We are an ecommerce business, upon issuing an invoice i add the delivery as a separate line item.

I have labeled the shipping company as a bank Account since most of my cash money is located with them, and doing the transfers on monthly basis.


I have two scenarios:


1 Applying shipping at an order. (setting the shipping as a service, with a cost and a selling price)

2 Applying a free shipping (Setting the shipping as a service, with same cost but zero selling)


the problem is, whenever i check this service provider account on QB, i find it with no transactions and i have to manually enter all the shipping once again.


is there a shortcut that does this magic, basically copying this expense to the suppliers account 


best regards 






The delivery is added as a service assigned to a certain company. (Mylerz)

This service has Income account (Which is labeled as "Shipping company name") and expenses account Freight and Cost COS: Mylerz (which is the name of a local shipping company)



1 Comment
QuickBooks Team

Copying expenses from the invoices to the suppliers accounts.

I'm glad to see you again here in the Community, @userbassem-rashad.


Let me shed some light regarding your concern for your expenses information in QuickBooks Online.


The system only allows you to copy the information from a purchase order to a bill and an estimate to an invoice. The best way to copy the information from your expenses is to manually enter them into the system.


I hear you and realize the convenience of being able to copy the expense information from your invoice transactions to your suppliers account.


Know that our developers are constantly considering new features to be added to the system and cope with your business needs. I'd encourage you to visit our QuickBooks Online Blog site to be updated with our latest news and product road-maps.


On the other hand, know QBO has the functionality to add the billable expenses of your customer's invoice through the use of the billable expense feature. This allows you to copy all the data on the expense and be able to add it to the invoice automatically.


In doing this, you'll need to enable the billable expense feature in the system so you can add them to your invoice. Know that this option is only available to the  Plus and Advanced versions of QuickBooks.


To enable it:

  1. Go to Settings ⚙, then select Account and Settings.
  2. Refer to the Expenses tab.
  3. From the Bills and expenses section, select Edit ✎.
  4. Turn on the following:
    • Show Items table on expense and purchase forms
    • Track expenses and items by customer.
    • Make expenses and items billable.
  5. (Optional) Set up the following:
    • Markup rate
    • Billable expense tracking
    • Sales tax charge
  6. Bill payment terms.
  7. Press on Save.

After that, you can now create an expense transaction for your customer and add it to the invoice afterward.


Here's how:

  1. Press on + New.
  2. Select the transaction (Bill, Expense, or Check) you want to create.
  3. Chose the payee.
  4. In the Category column, select the expense account for transaction.
  5. Enter the description and amount of the expense, then select the Billable checkbox.
  6. In the Customer column, select the customer you want to bill for this expense. 
  7. Enter or make sure the markup % is correct, then select the Tax checkbox or choose a tax agency if you want to charge tax.
  8. Select Save and close.

Once done, you can now create an invoice and add the expense. Just hit on the Add link on the billable expense that will show up. Please see the reference attached: 


For more details about this process, you can always check out this article: Find out how to record billable expenses in QuickBooks Online Plus and Advanced.


Please keep me posted if you need anything else. I'll be more than happy to share additional help at any time. Keep safe!

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