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.
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.
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.
Please learn from this input. This is not related to your Job Costs article. It's related to Status of billable or not.
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:
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.
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
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.
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.
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:
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.
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.
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?
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:
For additional details about personalizing reports, check out this article: Customize reports.
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.
Please let me know if I can be of further assistance. I'll be right here to help.
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...
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.
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.