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Experienced Member

Paid Invoice showing Billable again.

I Invoiced my Client for Time and Expenses. Client paid me and I deposited the payment so Invoice is marked PAID. But now some of the Time and Expenses that were on Paid Invoice are showing up as Billable again. 

14 Comments
Moderator

Re: Paid Invoice showing Billable again.

Hey there, @peggykinsey.

 

Thanks for reaching out to us here in the Community. I'm here to help fix the issue you're having with your paid invoice showing billable again in QuickBooks Desktop (QBDT).

 

A possible reason why some of your time and expenses are still showing as billable again is that they were excluded when creating an invoice for your client. To isolate this, manually remove them by adding a checkmark on the HIDE column. 

 

Here's how:

 

1. Go to Customers menu at the top, then pick Create Invoices on the drop-down.
2. Select the client on the CUSTOMER:JOB.
3. On the Billable Time/Costs pop-up, mark the Select the outstanding billable time and costs to add to this invoice? and click OK.
4. On the Time and Expenses tabs, put a checkmark under HIDE column on the transactions you want to remove from the list.
5. Click OK.

 

 

For future reference, you can also check out this article for more information: Track job costs in QuickBooks Desktop.

 

That's should get you fixed right up! 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 or concerns. Take care and have a wonderful day.

Established Community Backer ***

Re: Paid Invoice showing Billable again.

@FritzF

 

Please learn from this input. This is not related to your Job Costs article. It's related to Status of billable or not.

 

@peggykinsey

 

When you Invoice or make the sales receipt, at the top is the Add Time & Costs button. This allows you to select from the Billable entries, from timesheet, bills, checks, purchases such as credit card charges, and Mileage.

 

When you made this invoice, you either selected to Add Time & Costs, then selecting the Time would change the status at the Source entry (the timesheet) to Not billable. If, instead, you invoice from the Estimate or from a Sales Order, or using a manual entry on the invoice, you bypassed selecting the Billable entries, which means it bypassed the change of status from Billable to Billed. If I am quoting you a contract fee, for instance, my time entries will be job tracked as Not Billable to you, since that Status doesn't apply. I won't be directly charging you from my individual task entries.

 

The HIDE function simply changes the entries to Not billable, as well.

 

There also is a setup issue if you see billable entries from Paychecks. If you selected from time Tab, for Add Time & Costs, and now you see Billable paycheck details, that is this other issue outlined here:

 

 

Paycheck Details as Billable:

Here is why it happens:

  • If you create a Paycheck with Customer:Job names but without service items, it will be included in the Unbilled Costs by Job report.
  • If you create a Paycheck with Customer:Job names and with service items, then the Paycheck is not included in the Unbilled Costs by Job report. If you then edit the Paycheck and remove the Service Items, it still is not included in the Unbilled Costs by Job report.

The best thing to do is start from Timesheet entries, for good Job Tracking, and include the Service Item column and set your employees to be Paid from Time Data, so that you also see the Payroll Item here. Set your Payroll Preferences to Job Track per Earnings Item, for purposes of allocation, as well.

 

Then, everything reports correctly.

Experienced Member

Re: Paid Invoice showing Billable again.

Fritz - thank you for trying to help me w/ this. I've invoiced my Clients for 14 + yrs. and I've never had this happen: 

I included Time, Expenses & Mileage in a $5,224.19 Invoice #18-102.

Client paid $5,244.19 and I Received Payment and Invoice is marked PAID. 

I was preparing to send another Invoice to same Client when I notice Time, Expenses & Mileage that I included in Invoice #18-102 are not cleared from Time and Costs.

I've included screen shots in an effort to give you enough information to help me figure this out.  As I mentioned this has never happened before. Ugh....What did I do wrong?  Thank you

 

 

 Time Invoiced.GIF Add Time.GIF Expenses Invoiced.GIF Add Expenses.GIF Mileage Invoiced.GIF Add Mileage.GIF   

UnbilledCostByJob.GIF

Moderator

Re: Paid Invoice showing Billable again.

Hi again, @peggykinsey.

 

Thanks for getting back to me and for providing some screenshots of your QuickBooks. I'm here to help make sure this is taken care of.

 

Since the Time, Expenses & Mileage that you included on your invoices are still showing, I highly recommend contacting our Phone Support team this time. They have the tools such as screen-sharing that can check your QuickBooks in a secure environment and further investigate this issue.

 

Here's how to reach them:

 

1. Go to https: https://help.quickbooks.intuit.com/en_US/contact#.
2. Choose your QuickBooks product at the upper right.
3. Select a topic.
4. Click on the green button that says Get Phone Number.​

 

That should point you in the right direction. Please let me know how it goes after contacting them. I want to make sure this is fix. Wishing you all the best.

Experienced Member

Re: Paid Invoice showing Billable again.

Hi there,

Were you able to resolve this problem?

I am in the same situation.

Just called QB but wasn't able to find a resolution.

 

I would appreciate if your help.

 

Thank you!

Miglena

 

Moderator

Re: Paid Invoice showing Billable again.

Hello, @LenaMiglena.

 

I'm here to help resolve this issue for you. 

 

The paid invoices should not show the billable time and expenses by following the steps below:

 

  1. Go to Customers menu at the top, then pick Create Invoices on the drop-down.
  2. Select the client on the CUSTOMER:JOB.
  3. On the Billable Time/Costs pop-up, mark the Select the outstanding billable time and costs to add to this invoice? and click OK.
  4. On the Time and Expenses tabs, put a checkmark under HIDE column on the transactions you want to remove from the list.
  5. Click OK.
  6. Then, click the Clear tab below the invoice.

Once you created an invoice again to this customer:job, you will no longer be prompted with Select the outstanding billable time and costs to add to this invoice?

 

For other references you can use in the future, please feel free to access our help site: Help articles for QuickBooks Desktop.

 

That should do it. Keep me posted with the result. I'll be here to keep helping.

Experienced Member

Re: Paid Invoice showing Billable again.

Thank you LilyC for your quick resolution! I tried it and it worked! I was worried that they will show on my Unbilled Costs by Job as I do review that report to make sure nothing is missed. They don't show which is great. I wonder why this had happened and how to avoid it in the future... But for now I know what to do. I was with QuickBooks 2,5h on the phone and the agent was not able to help meSmiley Sad So I really appreciate your quick response! Thank you.
Moderator

Re: Paid Invoice showing Billable again.

You're certainly welcome, @LenaMiglena.

 

I'm glad you're able to sort this out using the steps provided. 

 

This usually happens if the billable time and expenses were unlinked to the paid invoice. Possible scenarios I can think of is editing the transactions. 

 

If you have other questions, please feel free to reach out again. I'll be around to help. Have a great weekend. Smiley Happy 

Experienced Member

Re: Paid Invoice showing Billable again.

Hi Lily C,

 

Just discovered something else in relation to billed items showing as billable again so I thought I would check with you first to see if you had this experience.

My employees use codes for different jobs and when I invoice the customer their hours show up under Add Time/Cost. After I select the hours and save the new customer invoice there is no way to go back and see whos employee hours are exactly behind those hours. Sure I can run a report for the month under specific code and employee.

Example - I have 20 Hours ''Stain Grade Trim'' recorded for invoice 123. I want to see exactly whos hours are those? The Billed/Unbilled Hous by Person and Job will show me hours but I want to see exactly who's employee hours went to my invoice 123 and for what time frame. I hope it makes sense.

I just had a manager asked what is the time frame and who's employee recorded those hours, as they were too many. Could it be that billed hours showed up for billing again and I selected them now knowing that they were billed already? How can I dive deeper and reveal what is recorded under those 20 hs already billed to the customer invoice?

Thank you!

QuickBooks Team

Re: Paid Invoice showing Billable again.

Thanks for being detailed about your concern, @LenaMiglena.


Running the Time by Job Detail Report will show each time activity that is performed by one person for a particular customer or job on a specific date. This report will show whether the work is billed or unbilled.


To open it:

 

  1. On your company file, select the Reports menu and pick Jobs, Time & Mileage
  2. Choose Time by Job Detail.
  3. Pick the correct date range by clicking the Dates drop-down.
  4. Click on the Customize Report tab to display items you want to appear on the report.
  5. Choose OK to save the changes.

For additional details about personalizing reports, check out this article: Customize reports.

tj.png tj1.png tj2.png To check which invoice the hours are billed, manually open the transaction one at a time. You can open the Transaction List to view all invoices.

 

  1. Go to the Customers tab at the top menu bar and select Customer Center.
  2. Choose the Transactions tab and pick Invoices on the left panel.
  3. From there, double-click on the invoice to see the details. 

Please let me know if I can be of further assistance. I'll be right here to help.

Experienced Member

Re: Paid Invoice showing Billable again.

Thank you @Rasa-LilaM ,

 

I did run that report but I can't customize it to where I can see in what customer invoice exactly those hours were billed. I see the employee name, the hours, the status billed and I need a column to show billed on which invoice and I can't do it as there is no option. I used to work with an ERP system where I can drill down and see what is behind the scene. Here I see the hours are billed, the dates but I can't find out on which customer invoice they were billed...  

 

QuickBooks Team

Re: Paid Invoice showing Billable again.

Hi LenaMiglena,

 

You can pull up two reports (Transaction List by Customer and Job Detail report) to view the time details and the invoices. Let me guide you through how.

  1. Go to Reports, then Customers & Receivables.
  2. Click Transaction List by Customer.
  3. Click Customize Report button.
  4. Under Columns drop-down, mark Num, and Billing Status.
  5. Click OK.
  6. Click the Excel drop-down, then click Create New Worksheet.
  7. Click Export.

Once done, open the Time by Job Detail report and export to Excel. Then, manually cut and paste the columns in your worksheets. 

 

You might want to check out this article for future reference: Help articles for QuickBooks Desktop.

 

Please know the Community is always here if you have other questions.                                                                                                                                                                                                                                                                                    

 

 

 

 

Experienced Member

Re: Paid Invoice showing Billable again.

Thank you!

Highlighted
QuickBooks Team

Re: Paid Invoice showing Billable again.

You're always welcome, LenaMiglena. Feel free to visit the Community any time.